Service Team Handbook Girl Scouts of Silver Sage Council August 2010

Transcription

Service Team Handbook
Girl Scouts of Silver Sage Council
August 2010
SU Handbook
August 2010
Page 2
Overview of a Service Unit
Service Units are groups of volunteers within a geographical area who provide a critical layer of
management and support needed to provide Girl Scout services throughout our council.
Since the Girl Scout council has a budget to support only a small staff in proportion to the population,
the delivery of Girl Scout services relies heavily on volunteers. Troop Leaders provide direct services to
girls, while Service Units provide vital support to leaders, girls, and parents through meetings, events,
recruitment activities, financial management, etc.
A typical Service Unit team structure might look something like:
Treasurer
Registrar
Manage SU Budget &
Financial Records
Support Troop Money
Management
Manage SU Registration
Records
Support Troop
Registration
Service Unit Director
Cookie Manager
Organize SU Cookie
Rally
Train & Support Troop
Leaders & Troop
Cookie Managers
Manage SU Cookie
Program Tasks
Lead Yearly Plan Development
Manage SU Team/Business
Approve Forms/Requests
Ensure Effective SU Meetings
Manage Troop Leader
Appointment
Ensure Effective SU
Communication
Council Partnership
Program Event
Coordinator(s)
Troop Organizer(s)
Coordinate Recruitment
Events
Manage Girl & Adult
Placement
Manage Program Event
Calendar
Build & Support Program
Event Teams
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Troop Coach
Facilitate New Troop
Leader Support
Facilitate Ongoing
Troop Leader Learning
& Support
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Although every Service Unit has seven primary functions, as shown on the previous page, it does not
mean that your team must consist of seven people. One size does not fit all.
For example, in Service Units with fewer troops and therefore less volume, you might have three
people on your team who together cover all of the functions. Whereas, in a larger Service Unit, you
might have 12 people on your team because several functions need multiple people in order to
function effectively and not overtax any one person.
What matters most is that you build an effective team, promote healthy communication, and be a role
model to your Troop Leaders and girls.
It is expected that all members of the Service Unit Team will:
Be at least 18 and have completed the volunteer appointment process (application,
registration, and background check).
Maintain strict confidentiality when handling membership data and confidential conversations.
Apply the Girl Scout Promise & Law in everything you do as a Girl Scout volunteer.
Value individual diversity.
When there is a problem, be a part of the solution.
Remember that we are all here for the girls.
Your Staff Partner
Each Service Unit Team works closely with their staff counterpart – a Membership Manager – to design
the most effective structure for their Service Unit, and to train and support the Service Unit volunteers.
Each Membership Manager is assigned to approximately 10 Service Units, so it is important to keep in
mind that they want to do everything they can to empower you so that they can maintain a high level
of quality among all of their Service Units.
Key Dates of the Girl Scout Membership Year
Many of the activities of a Service Unit revolve around the key dates of the Girl Scout Membership
Year:
Membership Year Begins – October 1
Fall Association Meetings – October
Dollar-Per-Girl Deadline – December 1
Outcome Pre-Surveys Due – January
Cookie Program – Late Winter/Early Spring
Thinking Day – February 22
Girl Scout Birthday/Week – March 12
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Volunteer Appreciation Day – April 22
Annual Meeting – Spring
Early Bird Registration – Spring
Outcome Post-Surveys Due – June
Troop Annual Reports Due – June
Septoberfest – mid September
Silver Star Award Applications Due – September 30
Service Unit Annual Reports Due – September 30
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Service Unit Team
Position Details
Regardless of the specific position you hold in the Service Unit, we strongly recommend
that you read this entire handbook. Knowing your tasks well, in addition to knowing
what others on your team are doing, will promote good team work and an effective
Service Unit.
As we refer to various resources, we will identify where they can be found. Several are
included in the Appendix at the back of this document. Others will be available in the
Volunteer Essentials Handbook (VEH), or on the council website (www.girlscouts-ssc.org).
Although most of the content of the Volunteer Essentials Handbook supports Troop
Leaders in managing their troops (program, money, safety, etc.), the information is
important for you since you will often be supporting the Leaders. Please take the time
to become fully familiar with the Volunteer Essentials Handbook.
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Service Unit Director
Position Title: Service Unit Director (SUD)
Reports To: Staff Membership Manager
Time Commitment: 10 to 15 hours per month
Responsibilities:
Manage Service Team Appointment
Facilitate the Yearly Plan
Facilitate the Program Event Calendar
Oversee the Business of the Service Unit
Ensure Effective Service Unit Meetings
Oversee/Manage Troop Leader Appointment
Oversee New Leader Orientation & Support
Approve Troop and Service Unit Requests/Forms
Ensure Effective Communication
Desired Strengths & Attitudes:
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Experience as a manager.
Good leadership skills.
Good facilitation skills.
Good listening skills.
Good communication skills.
Organized.
Able to delegate and empower others.
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Passionate about seeing the Girl Scout program grow &
thrive.
Facilitates a positive partnership with council staff.
Stays current on information available in newsletters,
website, etc.
Maintains a healthy work-life-volunteering balance.
Manage Service Team Appointment
You will partner with your Membership Manager to select and process new Service Team Members,
through these steps:
1. Application – once you have identified a candidate, have them complete a Volunteer
Application.
2. Interview – you can do the interview alone or in partnership with your Membership Manager.
3. Background Check – once you approve a candidate to proceed, send their Volunteer
Application with a note to your Membership Manager that the candidate is approved. They will
see to it that the candidate is contacted to complete a background check.
4. Girl Scout Registration – if the new volunteer has not yet completed a Girl Scout Registration,
they will be asked to do so.
5. Appointment – once the background check has been completed successfully, and the candidate
is a registered Girl Scout, the new team member will receive an appointment letter and you will
be copied on this communication.
6. Training – you will partner with your Membership Manager to train the new team member
using this document as a guide.
As any contact information changes for yourself or any of your team members, please update your
Membership Manager.
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Facilitate the Yearly Plan
As the SUD, you facilitate the creation of the Yearly Plan (aka plan of work) and the team works
together to implement the plan throughout the membership year (October 1 to September 30).
The Yearly Plan includes goals such as:
Service Unit Strengthening
Adult Recruitment
Fill SU team positions
Improve SU meeting attendance
Improve SU meeting value for leaders
Improve SU communication
Remind ourselves of our value as a team
and celebrate our accomplishments
Adult Retention
Recruit leaders for new troops
Recruit leaders to fill openings in existing
troops
Identify recruitment opportunities &
potential audiences
Plan recruitment events & strategies
Designate leader applicant interviewer
Girl Recruitment
Develop plan for appreciations &
recognitions
Increase value of SU meetings
Add learning opportunities to SU
meetings
Identify community enrichment
opportunities for leaders
Increase networking/information
sharing/peer support opportunities for
leaders
Start new troops
Recruit additional girls for troops with
openings
Create a plan for girls on a waiting list to
join a troop
Your Membership Manager can assist you in customizing the particulars of your Yearly Plan to match
the needs and goals of your Service Unit.
We recommend that you and your team create this plan in the May-June timeframe.
Sample Yearly Plan Worksheets are described in the Appendix at the back of this document and are
available on the Service Team Resources page of Resource Central (on the web).
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Facilitate the Program Event Calendar
Guide your team in creating the Program Event Calendar and empower your Event Coordinator to
oversee planning and implementation throughout the membership year.
SU program events are a great way to build connections among troops, celebrate Girl Scout Traditions,
and have fun! But, don’t feel pressured to organize more events than your group has the time and
energy for.
The key Girl Scout dates that are often the trigger for SU Events include:
Investiture/Rededication Ceremony – at the start of the new membership year
Juliette Gordon Low’s Birthday – October 31
Cookie Program Rally – January timeframe
World Thinking Day – February 22
Girl Scout Week/Girl Scout Birthday – March 12
Girl Scout Leader’s Day – April 22
Bridging – May or June timeframe
Other great ideas for SU program events include a troop/group camping trip, community service
projects, and other activities that girls are passionate about. Don’t forget to incorporate the Girl Scout
Leadership Experience wherever you can and let older girls assist in the planning of your SU events.
Guidelines for planning events are provided in the Event Coordinator section of this handbook.
Oversee the “Business” of the Service Unit
Service Unit Business typically involves status and discussion on your Yearly Plan goals from month to
month, including:
Finance
Registration
Recruitment
Placement
Program Events
Cookie Program
Etc.
Your business can be conducted either as part of your regular Service Unit meetings (see next section),
or on a separate schedule, or even occasionally over the phone. Whatever works best for your team.
Our monthly Service Team Connection (sent via email) will provide timely tips for managing SU
business.
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Ensure Effective Service Unit Meetings
Service Unit Meetings are important not only to conduct the business of the Service Unit, but to also
provide Leader Support.
Since some leaders might not be interested in the business side of things, consider covering Service
Unit business at the beginning of the meeting, or perhaps even on a separate schedule (or by phone),
so that the time spent by leaders at the meetings directly benefits them (and their work with girls).
We rely on our leaders to deliver Girl Scout program so the more we support them, the more
knowledgeable and confident they will be, which results in high-quality program for girls.
Here are some sample Service Unit meeting agenda ideas to trigger your detailed agenda planning.
Work as a team to create the agenda that works best for your group month to month.
Service Unit Team Business: (Perhaps the first 30 minutes of the meeting; optional for troop leaders)
A financial report and resolution of any financial issues.
A registration report and resolution of any registration/roster issues.
Status on upcoming recruitment and/or program events.
Plans for recruiting and/or training new Service Unit Team members.
Cookie program status (during the cookie program).
Leader Support:
A 5-minute review of SU business – A quick recap of key business items for those leaders who did
not attend the business portion of the meeting.
You might want to spend about 10 minutes if there are some decisions to make about an upcoming
event that needs everyone’s input.
A 15-minute review of Council news highlights – A review of topics covered in the Adventures in
Girl Scouting newsletter (sent via email to all volunteers at the end of each month).
And, perhaps one of the following at each meeting:
A 30-minute Q & A/discussion session – Provide an opportunity for questions and some group
discussion. If your Membership Manager is not present, contact her to address any questions that
your team could not answer.
A 30-minute mini-training – Capitalize on your group’s wealth of knowledge and experience to
present short trainings. (Read more about this in the Troop Coach section.)
30-minute roundtable breakout sessions (by grade-level or topic) – Leaders learn some of the most
valuable information from each other! Support them in gathering and sharing their knowledge and
experience. (Read more about this in the Troop Coach section.)
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Oversee/Manage Troop Leader Appointment
As potential Troop Leader volunteers enter the system, council staff work closely with you to ensure
that we cover the necessary steps of: 1) completing a volunteer application, 2) conducting an
interview, 3) registering as a Girl Scout, 4) completing a background check, and 5) receiving an
Appointment Letter and New Leader materials.
Your Service Unit can choose to handle the first two steps if you wish, but steps 3 to 5 must be handled
by council staff. Talk with your Membership Manager about how your team would prefer to handle the
volunteer application and interview steps.
Oversee New Leader Orientation & Support
As new Troop Leaders complete their appointment process, they receive in the mail their new leader
materials, and are invited to attend a staff-offered Orientation. Service Units have the option to
conduct these Orientations themselves. Contact your Membership Manager if you want more
information.
Following the Orientation is a critical getting-started period that requires support from the Service Unit
Team. In some Service Units this getting-started support is provided by the SUD, the Troop Coach, or
assigned experienced leader “buddies”.
Take the time to plan your approach for supporting new leaders so that everyone coming into Girl
Scouts feels welcomed and supported.
Approve Troop & Service Unit Requests/Forms
Forms are an essential part of Girl Scouting as a way to maintain money management oversight and to
manage risk.
The following forms require Service Unit Director approval: (SU forms are included in the Appendix;
these and all other forms are available on the Forms page of the website.)
Request for New Troop Startup Funds
Troop Annual Reports
Troop Overnight Event
Intent to Operate a Service Unit Program Event (Appendix)
Service Unit Cookie Dough/Bonus Reimbursement (Appendix)
Troop Disband Notice
Service Unit Annual Report (Appendix)
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Ensure Effective Communication
Good communication is key to effective Service Unit operations as well as to volunteers’ sense of
support and connection. Communication can be a combination of what you cover at your Service Unit
Meeting and a regular e-communication of some sort, so that you have a balance of in-person and
online communication. This is a great way to be mindful of volunteers’ busy lives.
To start, your e-communication could be as simple as an email. Eventually, you might identify a
volunteer who can create and maintain a Service Unit website or newsletter covering topics such as:
upcoming program events and the help or supplies needed for the events; a listing of materials
available in your “Service Unit Library” (see note below); highlights of troop activities, program ideas,
girl accomplishment highlights (e.g., Highest Award or Destination), etc.
NOTE: Some Service Units maintain a library of used materials, such as Journey Adult Guides, GradeLevel Handbooks, etc. If you do maintain a Service Unit Library, please do not keep council forms in
your library (either electronic or print copies). Forms change over time and we do not want volunteers
using outdated forms. One solution is to link to the Forms page of the council website from your
Service Unit website.
It’s a Partnership!
The Service Unit Team provides the “link” between staff and Board members, and volunteers and girls.
Your role as a leader of the Service Unit Team helps us maintain this vital connection, so that we keep
it strong and healthy, and set ourselves up for growth so that we can serve more girls.
Below are a few of the ways in which we can work together to strengthen this partnership:
Facilitate participation in fall and spring Association Meetings. This is a great way to network
with other Service Units within your area as well as gain valuable information about our
organization.
Assist in promoting and supporting the Annual Council Meeting. This is a once-a-year
opportunity to learn and network with other adult Girl Scouts throughout our council, as well as
have a say in the decision making process.
Work with your Membership Manager to provide constructive feedback in all areas so that we
can continue to improve our organization. We depend on you to be the eyes and ears of our
council!
Be on the lookout for ways to network with your community to help identify funding
possibilities, donation sources, potential volunteers, and community support for Girl Scouting.
Above all, help us be the SOLUTION to any problems that arise. With your help, our council can be a
shining example of what healthy leadership can accomplish.
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TROOP COACH
Position Title: Service Unit Troop Coach
Reports To: Service Unit Director
Time Commitment: 10 hours per month
Responsibilities:
Oversee New Leader Support
Organize Ongoing Learning
Review/Approve Leadership Development Pin
Applications
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Experience as a Troop Leader.
Good leadership skills.
Good facilitation skills.
Good listening and communication skills.
Organized.
Positive attitude.
Able to empower and mentor others.
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Ability to work productively as part of a team.
Passionate about supporting leaders to provide
great girl program.
Embraces a positive partnership with council staff.
Stays current on information available in
newsletter, website, etc.
One of the vital responsibilities of a Service Unit is to provide Troop Leader support so that both new
leaders and returning leaders have continual opportunities to develop their knowledge to efficiently
manage their troop business and provide great program for girls. Troop Coaches can facilitate this by
applying their Girl Scout knowledge and experience, along with their leadership skills, to help develop
strong and confident Troop Leaders.
We recommend that you focus a significant portion of your Service Unit meeting time on Troop Leader
support, covering topics that keep your leaders informed, empowered, and that provide opportunities
for networking and sharing. It is beneficial to provide ongoing learning opportunities in conjunction
with SU meetings since it makes the meeting more valuable, people have already allocated the time,
networking happens at the same time, etc.
Girl Scouts of the USA encourages us to move away from a focus on “Training” to a focus on “Learning
Facilitation” where more people participate in the learning function and we share informally and
continuously. Troop Coaches can put this into action by empowering others to apply their knowledge
and skills to promote ongoing learning. It is a powerful thing when we all share in the responsibility for
learning and growing.
As you engage other volunteers to support this function, don’t forget past volunteers. This might be
just what they are looking for in terms of returning to active participation!
Below are suggestions for how the Troop Coach function might look in your Service Unit. Every Service
Unit is different, so customize as needed. Your Membership Manager and the Adult Learning Director
can help you brainstorm your ideal structure and processes.
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Oversee New Leader Support
Provide New Leader Orientation
As new leaders are appointed, they receive their Troop Leader Notebook (containing a variety of
resources and getting-started materials) and are asked to take the Online Council Tour (Course #101)
prior to attending a New Leader Orientation session.
These New Leader Orientation sessions are offered by Council Staff, but Troop Coaches are welcomed
and encouraged to offer these orientations if they choose. Fostering the Service Unit connection with
new volunteers up front can enhance their sense of support and increase leader’s level of
participation.
If you are interested in providing New Leader Orientation sessions, please contact your Membership
Manager for the guidelines.
Organize New Leader Buddies
A great way to support new leaders following their Orientation is to buddy them up with another
leader who has experience at the same grade level. This buddy can help new leaders learn the ropes
about parent meetings, program planning, troop logistics, money management, paperwork, etc.
Organize Ongoing Learning
The Troop Coach can partner with the SUD to organize ongoing learning opportunities for the leaders
in your Service Unit. Your team can develop a program of ongoing learning and leader support by
engaging the participation of other volunteers, community resources, etc. Let’s review some of the
ways you might do this. Don’t let this list limit you – use your creativity and do what works best for
your Service Unit.
Empower Knowledge Presenters
We are all sitting on gold mines of knowledge among the experienced leaders and other Service Team
members of our Service Units. You can make that knowledge available to everyone by mentoring
experienced volunteers to present knowledge in an organized fashion as “mini-trainings”.
You can also contact experts (volunteers and trainers) from nearby Service Units who are willing to
travel and offer trainings.
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Here is just a starter set of topics that can be presented:
By Experienced Leaders…
By Council Trainers…
By Service Unit Team Members…
Ceremonies
Bridging
Cookie Program
Songs & Games
Traditions
Journeys
Mindful Leading
Camp Skills
Outdoor Cooking
Registration Tips
Money Management Tips
SU Team Structure & Responsibilities
Event Planning
Here are a few tips for mentoring/preparing new Knowledge Presenters:
Review how to create an outline to cover the information in an organized manner in the
time provided.
Prepare a short handout for the participants with key points and include any additional
resources or references.
Ask your facilitators to practice with you before presenting to the rest of the Service Unit.
Provide tips for how to keep the information flowing, e.g., stick to the outline, don’t run on,
don’t let someone’s questions derail you, etc.
Invite Community Resources
Community resources abound on topics and specialties such as:
Conflict Resolution
Girl Issues
Online/Virtual Safety
Outdoor Skills
CPR/FA Certification
Gardening
Science
College
Careers
Healthy Living
Backpacking
Writing
Singing
Car Care
Wood Working
Painting
The list is infinite!
Invite your community experts to offer short presentations/trainings at your Service Unit, or a longer
session on a special SU “leader enrichment” day. Invite your older girls whenever possible!
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Empower Discussion Facilitators
Discussion facilitators are volunteers who can manage an informal discussion among individuals to
maximize the sharing of information. Here are a few topics that might make for good discussions:
Grade-level experiences/ideas
Journey experiences
Community resource ideas
Trip ideas
Outdoor education ideas
Cookie marketing ideas
Here are a few tips for mentoring/preparing your Discussion Facilitators:
Do not take control of the discussion.
Ask open-ended/leading questions to keep the discussion moving.
Gracefully stop a high-talker so that others can participate.
Encourage the quiet ones.
Keep it positive.
If something comes up that sounds questionable from a safety perspective, take it to your
Membership Manager.
Review/Approve Leadership Development Pin Applications
The Leadership Development Pin is an adult “earned award” that recognizes a leader’s commitment to
ongoing learning. The Troop Coach in partnership with the SUD reviews completion requirements and
approves purchase of the pin. You can use the Leadership Development Pin Application template
provided in the Appendix, or modify as you desire.
To earn the Leadership Development Pin, leaders must meet the following requirements.
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SU Handbook
Completed one full year as a Troop Leader or Co-Leader
Is currently registered for the next membership year
Completed Core Leader Training: Courses 101 and 201
Attended at least 50% of the total number of Service Unit Meetings held during the year
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Once a leader earns the Leadership Development Pin, they can earn attachable leaf segments
according to the following guidelines:
Green Leaf: represents approximately 10 hours of additional learning.
Silver Leaf: represents approximately 50 hours of additional learning.
Gold Leaf: represents approximately 250 hours of additional learning.
The following examples of ongoing learning apply towards earning leaf segments:
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Completed the council Leadership Trainings: Courses 202 & 203 (5 hours credit)
Completed CPR/FA Training – initial or re-certification
Completed the travel/camping training combo: Courses 401, 402, & 403 (5 hours credit)
Completed any community training or workshop that enriches leadership
Advised on a Bronze, Silver, or Gold Award project
Attended Septoberfest (10 hours credit)
Attended Annual Meeting (10 hours credit)
Attended Service Unit Meetings
Mentored a new leader
Developed and delivered a SU mini-training
Facilitated a SU round-table discussion
Some examples have specific credit hours associated, but most depend on the actual time spent. Hours
are cumulative, so leaders can earn 5 credits at a time and combine them to earn a leaf segment.
Learning hours never expire.
Other requirements can be established at the discretion of the Service Unit. The goal is to acknowledge
leaders for taking the initiative to continue their learning and personal leadership development. Make
it a fun and rewarding process, and take time to celebrate!
The Leadership Development Pin
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The Leaf Segments
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COOKIE MANAGER
Position Title: Service Unit Cookie Manager
Responsibilities:
Organize the Service Unit Cookie Rally
Train & Support Troop Leaders & Cookie Managers
Manage the Service Unit Cookie Program Functions
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Experience as a Troop Cookie Manager.
Good communication skills.
Organized and detail-oriented.
Ability to work productively as part of a
team.
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In the fall (the November timeframe), council staff provides Service Unit Cookie Manager training
where you will receive the materials and knowhow to perform the following tasks.
Organize the Service Unit Cookie Rally
A cookie rally is a great way to bring everyone together – girls, families, troop leaders, and troop cookie
managers – to kick off a fun and successful cookie season. It is typically held in the December/January
timeframe.
At the fall Service Unit Cookie Manager training you will receive tips and tools to help you (and your
event team) organize a great event. Make sure that a cookie rally is on your SU event calendar.
Train & Support Troop Leaders Cookie Managers
At your fall training, we will also prepare you to train and support your Troop Leaders and Troop
Cookie Managers.
Troop Leaders
For Troop Leaders, it is a matter of preparing them to engage girls and families in the cookie program,
so that girls get the most from the skills-learning opportunities, and that families know how they can
assist their girls throughout the program. In addition to the training and support that you will provide,
every Troop Leader will receive a Cookie Activity Kit and will have access to great online training
opportunities.
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Troop Cookie Managers
For Troop Cookie Managers, it is a matter of preparing them to manage the mechanics of the program
for their troop including: cookie ordering, eBudde data management, booth scheduling, paperwork
and money, etc. In addition to the training and support that you will provide, every Troop Cookie
Manager will receive a Cookie Volunteer Guide and will have access to great online training
opportunities.
We recommend that you coordinate with your SUD to plan to devote a considerable portion of your
December Service Unit Meeting to cookie training.
Manage the Service Unit Cookie Program Functions
At your fall Service Unit Cookie Manager training, we will also train you on the SU cookie program
functions that you will be responsible for, which include:
Managing troop participation data in eBudde (the cookie program software)
Organizing and distributing cookie program materials
Managing and submitting the initial Service Unit order
Managing cookie delivery and distribution
Managing and submitting the final Service Unit incentives order
Task details will be provided in the Cookie Volunteer Guide, which you will receive at your training. If
you are new to this position, you can request a copy of the previous year’s guide to give you a head
start in understanding the duties. Contact your Membership Manager for more information.
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TREASURER
Position Title: Service Unit Treasurer
Responsibilities:
Manage the Service Unit Budget and Financial
Records
Support Troop Money Management
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Experience managing money.
team.
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Manage the Service Unit Budget and Financial Records
Ongoing Treasurer activities include:
Oversee development of the budgets to support the Service Unit Yearly Plan and event plans.
Manage the Service Unit bank account and provide reports as needed.
Keep the council Accountant updated on any changes to the accounts, such as bank or signer
changes.
Work closely with the Service Unit Director to complete the Service Unit Annual Report
(Appendix).
Support Troop Money Management
Monitor Troop Money Management:
Assist Troop Leaders as needed in opening troop accounts. Details are in the Money
Management section of the Volunteer Essentials Handbook (VEH).
Assist Troop Leaders as needed with the basics of money management.
Assist Troop Leaders as needed in completing their Troop Annual Reports (in VEH), which also
require your approval.
Assist council accounting staff in resolving troop financial issues as needed.
Review/Approve Money-Earning Project Requests:
Familiarize yourself with the Guidelines for Troop Money-Earning Projects (in VEH).
Review money-earning project requests and approve via the Application for Troop Money
Earning Project (in VEH) – when in doubt about a request, contact your Membership Manager.
Oversee Financial Aspects of Troop Transfers & Troop Disbands:
Assist with the financial aspects of girl transfers or troop disbands, and review/approve
disbands via the Troop Disband Notice (in VEH)
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REGISTRAR
Position Title: Service Unit Registrar
Responsibilities:
Maintain Service Unit Registration Records
Assist Troop Leaders with Registration
Organize and Promote Early Bird Registration
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Good at record keeping.
team.
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o
Maintain Service Unit Registration Records
Collect and review all membership registration forms before forwarding to council.
We instruct Troop Leaders to send all Membership Registration forms, Dues Summary forms, and
payments to you first so that you can maintain a current roster. As you receive these, please ensure
that:
All required data has been entered on the forms and the information is legible.
Every adult registration form has a Position Code entered.
Every registration form is signed.
The appropriate payment is attached to every form.
NO ADULT REGISTRATIONS are being paid for using Cookie Dough/Bonuses.
A Dues Summary form has been completed for every batch (1 or more) of registrations.
Maintain an up-to-date registration roster.
As registrations come to you from Troop Leaders, we strongly advise you to add the data to a
registration roster that you maintain before forwarding the registration forms to the council office. You
might request that leaders send electronic copies of their Dues Summary forms so that you can cut
and paste to your roster.
Your Service Unit will receive a monthly registration roster from us, but it will only reflect the
registrations entered at the time of the report (which will always lag your current roster because of the
time it takes to process). So, keeping your own record is a way for you and your Service Unit team to
always know the current status of your troops.
And, although we recommend that leaders send registrations to you first, registrations are still
sometimes sent directly to us by leaders and parents. This is another great reason to compare our
report to what you have recorded.
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Review your rosters regularly to identify any potential issues.
Be on the lookout to ensure that:
Troops have at least two adults registered – one as an 01 (Leader) and one as an 02 (Co-leader).
At least one of the leaders is female.
The leaders are not related.
Troops have the minimum 5 girls registered.
Girls and adults are assigned to the correct troop number.
Communicate updates to the council registrar.
Issues such as those described above indicate either a registration error, or a troop organization error.
If it is a registration error, please send Change of Membership Information forms (or emails with the
equivalent information) as needed to our council registrar at [email protected].
A copy of the Change of Membership Information form is included in the Appendix and is available on
the Forms page on the website. You can either print and fill out the form, or copy the Word version to
your computer and complete it electronically and attach it to an email.
If it is a troop organization error, work with the troop and members of your Service Unit team to
resolve the issue – for example, recruit more adults, more girls, combine troops, etc. If you move girls
or adults from one troop to another, please submit a Change of Membership Information form/email
so that we can keep our database up to date.
We encourage leaders to send all needed membership registration data updates to you first so that
you can update your current roster, or identify and resolve any issues, before forwarding the change to
the council registrar.
Request new troop numbers as needed.
As we process applications for new leaders at the council office, we assign new troop numbers and
inform both the Service Unit Director and Service Unit Registrar. When your Service Unit is forming a
new troop with existing leaders or existing girls, please request a new troop number from the council
registrar.
PLEASE DO NO RE-USE TROOP NUMBERS.
SU Handbook
August 2010
Page 24
Assist Troop Leaders with Registration
Train leaders on completing registration forms as needed throughout the year, with special attention
to new troop leaders as they are getting started.
Refer to the Registration Tips available in the Appendix (and on Resource Central on the web).
Organize and Promote Early Bird Registration
In the spring of each year, we will provide instructions to assist you in organizing and promoting Early
Bird registration. This is the chance to capture the momentum from the year to get as many adults and
girls re-registered as possible. To qualify for Early Bird, completed and signed registration forms along
with payments must be received at either the Idaho Falls Office or the Boise Office by June 30.
By facilitating this process, girls can earn the Early Bird Patch and you can have a lot of your
registration work behind you! And, it helps us here at the council office to be able to complete a
portion of re-registrations early so that we can process the fall registrations more quickly, and provide
more up-to-date rosters.
You will receive instructions each year that walk you through the process for that year. The primary
tasks include:
1. Reviewing the materials and instructions that we provide.
2. Distributing to troop leaders and reviewing their instructions with them.
3. Checking the registration paperwork as it is returned to you to ensure completeness, accuracy,
etc.
4. Forwarding registration paperwork and payments to the council office in a timely manner.
SU Handbook
August 2010
Page 25
SU Handbook
August 2010
Page 26
TROOP ORGANIZER(s)
Position Title: Service Unit Troop Organizer
Responsibilities:
Coordinate Recruitment Events
Manage Troop Placement
o
o
o
Loves talking about Girl Scouts.
Good communicator, and enjoys a lot of
email and phone communication.
o
o
o
As a Council we are striving to be strategic in what we do and how we do it, given our limited resources
and our goals for growth. Strategic thinking becomes especially important when designing the ideal
partnership between staff and volunteers to recruit and place girls and adults.
Our suggested partnership is this:
Council Staff will focus on general large-area recruitment by offering presentations to the community,
including civic groups, chambers, etc.; hosting recruitment booths at large community events; and
working with foundations and businesses to secure funding. Our focus will be on adults and financial
support. As we recruit adults, we will funnel them into the appropriate Service Units and the best fit
roles.
We are asking our Service Units to do what they do best -- recruitment and placement of girls and
adults locally. This function is one that would work well with a team of people. How you divide up the
tasks depends on who is on your team and the strengths that they possess.
A few ideas you might consider as you build your team are:
Have one person coordinate Recruitments, another coordinate Girl Placement, another
coordinate Adult Placement.
Put volunteers in charge of one school where they will manage recruitment and formation of
troops for that particular school.
Identify volunteers who would focus recruitment efforts by grade level, or younger vs older Girl
Scouts.
Identify a couple of volunteers who are comfortable giving short presentations at schools,
churches, libraries, etc.
As you can see there are many ways to organize this function. Brainstorm as a team and invite ideas
from your Troop Leaders to develop an approach that works best for your group, your area, and your
goals.
SU Handbook
August 2010
Page 27
Coordinate Recruitment Events
The Troop Organizer coordinates plans for recruitment events or promotions to support the
recruitment goals (identified in the Yearly Plan). Some Service Units plan one or two big events per
year, others plan several small events.
Here are a few potential recruitment audiences and venues you might consider:
Parent Open Houses at Schools & Daycares
Family Events in the Community
Teachers
School PTA/PTO Meetings
Sporting Events such as PAL’s Soccer
Home Schooling Activities
Anywhere kids and parent gather o National Night Out
o County Fairs
o Festivals
o School Carnivals
At your recruitment events consider including the following components:
An overview of Girl Scouting
Testimonial from your experience on how you’ve seen girls grow and change
Testimonial from an older girl in your Service Unit
Stories about the Community Service Projects that girls are doing
An overview of the responsibilities of a Troop Leader
A sample program activity
A “fun” activity to keep girls engaged while you talk with the parents
Our organization needs more adult involvement and the powerful recruitment tool volunteers have is
their passion, their first-hand knowledge, and love for Girl Scouts. You are that busy mom and can talk
about how you juggle everything, but above all how rewarding mentoring girls can be.
We will have available a variety of recruitment materials that you can use. Contact your Membership
Manager for details.
SU Handbook
August 2010
Page 28
Manage Troop Placement
Girl Placement
The person in charge of girl placement needs to be very organized and willing to spend time talking to
parents. It might take a little while to place a girl, especially if you are trying to recruit adults to form a
new troop. Work with your Service Unit Team and your leaders so you know which troops can accept
more girls, and how many new troops need to form to accommodate interested girls.
Design a method to track newly registered girls that works best for you and your team. The data you
will most likely want to manage includes: girl name, grade, school, parent/guardian contact, phone
number, and troop number once placed.
As parents call to get their daughter involved with Girl Scouts, talk to them about how we need adult
involvement and recruit them to be a leader, co-leader, or parent helper.
You will sometimes recruit girls in an area where there is not yet a troop, or there is no room in any of
the existing troops. It is important to let the parent know that up front. Ideally it would be great if you
can recruit them to help start a troop, but that doesn’t always happen. Continue placing girls the best
you can and try to place girls within 2 weeks.
The most important thing you can do is communicate! If you can’t find a troop for a girl please keep
the parent in the loop so they don’t feel their daughter has fallen through the cracks. Also,
communicate any problems to your Membership Manager.
Adult Placement
The big issues for adults are time availability and expectations of support. Everyone has busy lives so
fitting in another commitment is not easy. And, everyone wonders if they will get the support they
need to get started without stress.
Our updated New Leader Getting Started Guide tries to address these issues:
Regarding the time issue, we recommend that leaders start slowly, keep their program plans
simple, perhaps meet only once a month at first, and work in larger teams and spread the work.
Regarding the support issue, we hope that our updated guide is clearer about the exact steps
needed to get a troop up and running, and we encourage Service Units to reach out
immediately so that the new volunteer feels that they have their support network.
Be sure to coordinate all new volunteer placement with your Service Unit Director who oversees the
Appointment Process. Adults CANNOT work with girls until they have completed the Appointment
process.
SU Handbook
August 2010
Page 29
Managing Waiting-List Girls
It is very common to have more girls ready to join than leaders ready to lead troops!
If you can, organize a program opportunity for girls who are on a waiting list. For example, consider
recruiting several past leaders who might be interested in offering a once-a-month program that
includes badgework, community speakers, ceremonies and traditions, etc. for multiple grade levels.
The activities can be simple and not require a lot of planning. The most important thing is to begin to
give new girls that sense of Girl Scouting – the teamwork, the fun, the sense of belonging, and the
caring adult mentors.
Disbanding Troops
For troops that are disbanding, work closely with your Service Unit Director and Registrar to make sure
that any girls or adults that remain in girl Scouting from a disbanded troop are placed as quickly as
possible into another troop.
SU Handbook
August 2010
Page 30
Program Event Coordinator
Position Title: Service Unit Event Coordinator
Responsibilities:
Manage the Program Event Calendar
Build & Support Program Event Teams
Review & Approve Intent to Operate a Service Unit
Event Forms
Oversee use of Cookie Dough for Service Unit Events
o
o
o
o
Good planning skills.
Good budgeting skills.
Comfortable delegating.
o
o
o
o
Ability to build and empower teams.
Manage the Program Event Calendar
Once the Program Event Plan for the year has been created by you and the rest of the Service Unit
Team, your job is to manage the implementation of the event calendar. You accomplish this function
by building teams, delegating tasks, reviewing event plans and budgets, and ensuring that safety and
money aspects have been carefully addressed.
At Service Unit meetings, you and your event teams will provide status on event planning progress,
help needed, and provide after-event recaps.
Build & Support Program Event Teams
Once you have identified your event teams, you will support them to ensure that they:
Create a detailed project plan for the event.
Receive approval via an Intent to Operate a Service Unit Event form (Appendix).
Engage girls in event planning and implementation.
Incorporate components of the Girl Scout Leadership Experience.
Comply with all applicable safety policies and requirements.
Create and manage the event budget (in partnership with the Treasurer).
Follow the council process for using Cookie Dough, if applicable.
Promote the event to volunteers and Girl Scout families.
Feel free to use and/or customize the Program Event Planning Guidelines provided in the Appendix.
Many other event planning guidelines can be found by searching the Web, or from experienced event
planners.
SU Handbook
August 2010
Page 31
Review & Approve Intent to Operate a Service Unit Event Forms
Each of your event teams is required to complete an Intent to Operate a Service Unit Event form at
least 4 weeks prior to the event (available in the Appendix and on the Forms page of the website).
The process of completing the form, and your approval of the intent, is a way to ensure that the event
has been carefully planned. Once you and your Service Unit Director approve the event (and sign the
form), please send a copy to your Membership Manager for their review and approval.
Oversee Use of Cookie Dough for Service Unit Events
Girls can use Cookie Dough/Bonuses to pay to attend a Service Unit event.
Keep in mind that Cookie Dough/Bonuses can only pay for girls’ participation.
To request reimbursement after an event, assist your event team in completing the Service Unit
Cookie Dough/Bonus Reimbursement form (available in the Appendix and on the Forms page of the
website).
SU Handbook
August 2010
Page 32
Resource Appendix
The following resources are provided in this section. And, every resource mentioned here (plus
many more!) is also available via the Resource Central and/or Forms page of the council
website at www.girlscouts-ssc.org.
Please always PRINT FORMS from the website to ensure that you are using the most current
version. The forms included in this Appendix are for reference only.
 Change of Membership Information Form (page A-2)
 Intent to Operate a Service Unit Event Form (page A-3)
 Leadership Development Pin Application Form (page A-4)
 Program Event Planning Guidelines (pages A-5)
 Registration Tips (pages A-6 & A-7)
 Service Unit Annual Report (page A-8)
 Service Unit Program Event Budget Sample Worksheet (page A-9)
 Service Unit Cookie Dough/Bonuses Reimbursement Request (page A-10)
 Yearly Plan Sample Worksheets (page A-11)
SU Handbook Appendix
8/13/2010
Page A-1
Change of Membership Information Form
Girl Scouts of Silver Sage Council
It is vital that we keep our Council Membership Database up to date. Please help by completing this
form whenever your membership information changes.
Troop Leaders: please send this change data to your Service Unit Registrar so that
she can update your Service Unit Records.
Service Unit Registrars: please forward this change data to the council Registrar so
that we can update the council membership database.
Member Name: _______________________________________
Troop Number: ________________
 Girl
 Adult
Service Unit Number: _________________
VOLUNTEER POSITION CODES
Volunteers -- Please include all positions you currently hold so that we can verify/update your record:
__________
Position Code
__________
SU#/Troop#
__________
Position Code
__________
SU#/Troop#
__________
Position Code
__________
SU#/Troop#
DATA CHANGE REQUESTED
Check the box next to the data that needs to be changed, enter the data as it is currently (OLD), and
what you want us to change it to (NEW):
OLD
NEW
 Member Name
 Address
 Council Name
 Telephone number
 E-mail address
 Troop number
 Grade level
GSSSC-8/2010
8/13/2010
Page A-2
PLEASE PRINT FROM FORMS PAGE OF WEBSITE WHEN READY TO USE.
8/13/2010
Page A-3
Leadership Development Pin Application Form
Girl Scouts of Silver Sage
Applicant’s Name: ____________________________ Date: ____________________________
Service Unit #: ___________________________
Troop #: _____________________________
Phone Number: __________________________
Email: _______________________________
I am requesting approval to purchase the following:
I have met the following requirements:
Leadership
Development Pin

Green Leaf

Silver Leaf

Gold Leaf

 Completed one full year as a Troop Leader or Co-Leader
 Am currently registered for the next membership year
 Completed Core Leader Training: Courses 101 and 201
 Attended at least 50% of the total number of Service Unit
Meetings held during the year
I have completed 10 hours of additional learning/development.
(On the reverse or in an attachment, describe training, location, date,
name of trainer, what you learned, how it applies to your work as a
Troop Leader.)
Troop Leader. Or, indicate if you are trading in 5 green leaf segments for
a silver leaf.)
Troop Leader. Or, indicate if you are trading in 5 silver leaf segments for
a gold leaf.)
________________________________________
Approval Signature - SUD/Troop Coach
8/13/2010
_______________________
Date Approved
Page A-4
Program Event Planning Guidelines
Sample SU Program Event Planning Trigger Questions:
What is our tentative budget?
Who is our intended audience?
Will it be invitation-only, or can anyone attend?
What is our main topic or focus?
What’s our objective – what do we hope to accomplish at the end of the day?
How can we engage older girls in our event planning?
How can we incorporate components of the Girl Scout Leadership Experience?
Will one or more speakers need to be invited? If so, who? How do we find the
speakers?
Is there a charge for the facility we have chosen?
Is the facility large enough to accommodate the audience?
Do we need to obtain permission to use the facility? If so, from whom?
Are there adequate facilities for the audience? If not, how much will extra port-a-pots
cost and how many do we need?
Is there adequate parking or a drop off point for girls?
Do we need tables/chairs/podiums/microphones/speakers/other equipment?
What sort of entertainment will be provided?
Will we provide or sell refreshments? If so, what kinds?
How many chaperones will we need? Who will be asked?
What emergency care do we need to plan for? Is the event large enough that local
police and fire departments need to be notified?
Do we need to purchase additional insurance for non-Girl Scouts?
How will we advertise the event?
Will we give away any keepsakes, patches, etc?
Will we charge for the event?
Who will set up the event?
Who will clean up after the event?
How will we determine whether the event was a success?
Should we provide babysitting?
Do we need to consult any of the Safety Activity Checkpoints? Will we need a lifeguard?
A level 1 or Level 2 First-aider?
Etc.
8/13/2010
Page A-5
Registration Tips (for 2010-2011)
Girl Registration Tips for Parents & Guardians
Required Data – Please verify or enter:
Girl’s Name and Address
Grade in School
Who She is under the custodial care of
Parent/Guardians Name, Address, and Phone Number
Emergency Contact Name and Phone Number (other than parent/guardian)
Signature
Optional Data:
E-mail address is optional.
Racial and Ethnic background information is completely optional, but is valuable to us in
our grant pursuits.
Payment:
If you are writing a check, please make your check in the amount of $12 to GSSSC (Girl
Scouts of Silver Sage Council).
If you wish to apply for Financial Aid to cover registration, contact your troop leader.
If you wish to pay using Cookie Dough (or Bonuses), either attach in the amount of $15
(no change can be given for payments with Cookie Dough/Bonuses) or in the amount of
$5 or $10 along with a check/cash/credit for the remainder.
NOTE: Your $12 registration fee goes to the Girl Scouts of the USA organization to pay
for activity insurance. None of the $12 stays in our local council (organization).
Please return all completed and signed registration
forms, along with payment, to your Troop Leader.
If you have any changes to the required information
during the year, please let your Troop Leader know.
8/13/2010
Page A-6
Registration Tips (for 2010-2011)
Adult Registration Tips
Required – Position Code & Group Number
Please enter one or more code numbers and group numbers according to the following
guidelines:
Enter 01 if you are registering as the appointed,
background-approved troop leader.
Enter 02 if you are registering as the appointed,
background-approved co-leader.
Enter 03 if you are registering as a backgroundapproved Troop Cookie Manager, Troop Treasurer, or
will be handling girl data or providing transportation.
Enter 11 if you are registering as a member of the
Service Unit Team.
Enter 14 if you are not a volunteer OR are registering
as a parent/guardian helper and will never be alone
with girls, handle money, manage girl data, or provide
transportation. (Note: on pre-printed forms, a 14 is
automatically included. Leave it or cross it out as
appropriate.)
Next to this code, enter the number
of the Troop.
of the Troop.
of the Troop.
of the Service Unit.
Enter troop number next to the
code only if you are a
parent/guardian helper with a
troop.
Required – Contact Data & Signature
Please enter or verify Name, Address, and Telephone Number. And, please sign the form.
Optional (but strongly recommended) – E-mail Address
By entering your e-mail address, you will receive our monthly volunteer support newsletter
“Adventures in Girl Scouting”. We strongly recommend that you provide your email address
since this newsletter is one of our primary means of communicating with our adult members.
Optional – Personal Background
Racial, ethnic, gender, and education data are completely optional but are very important to us
in our grant pursuits and reporting. We would greatly appreciate it if you would include this
data.
Please return all completed and signed registration
forms, along with payment, to your troop leader.
If you have any changes to the above information
during the year, please let your troop leader know.
8/13/2010
Page A-7
8/13/2010
Page A-8
Service Unit Program Event Budget Sample Worksheet
Attach this worksheet, or a similar worksheet, to your Intent To Operate a Service
Unit Event form.
Service Unit #: _____________________ Date of Event/Trip: _________________________
Name of Event/Trip: ____________________________________________________________
Estimated Expense
Donation
Actual Expenses
Subtotal Expenses:
SU Funds Applied:
Event Fees Collected:
Other Applied Funds:
BALANCE
0
Administrative Expenses
Telephone
Postage
Copying/Printing
CPR/First Aid Certification
Other
Program Expenses
Program Supplies
Food
Equipment
Medical Supplies
Thank You Notes
Patches/Buttons
Other
Service Expenses
Transportation
Insurance
Gas
Car Rental
Site Rental/Lodging
Garbage
Passports/Visas
Other
8/13/2010
Page A-9
8/13/2010
Page A-10
Yearly Plan Sample Worksheets
You might start with a format something like this to identify your specific goals and the detailed
action steps required to achieve each goal…
Goals
Actions
 Fill SU team position: ________________
 Start 2 new Daisy Troops
#1:
#2:
#3:
#4:
#1:
#2:
#3:
#4:
Etc
Then, you might transfer all of your goals and actions to a calendar format to track as part of
your Service Unit business…
Service Unit Yearly Plan
For Service Unit # ___
Action
Owner
Target Date
SEPTEMBER
OCTOBER
NOVEMBER
Etc.
The Word version of this sample worksheet is available on Resource Central, on the web.
8/13/2010
Page A-11

Service Team Handbook Girl Scouts of Silver Sage Council August 2010

Transcription

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