3/25/2015

Leader/Advisor

Registration Guide

2016

Girl Scout Council of the Nation’s Capital 202-237-1670, 800-523-7898 www.gscnc.org

2015-2016

Quick Dates to Remember: Early Bird registration opens April 23, 2015 and closes June 30, 2015 at 11:59 PM. Online ON-TIME closes October 31, 2015 at 11:59 PM.

Registration Handbook provides instructions on processing GSUSA membership registrations for Early Bird, On-time, and On Going Registra-tions for 2015-16.

Troop Leaders/Advisors should return Financial Aid Early Bird registrations to SU Registrar by ____________; packets due to Membership Specialist by June 25, 2015. Troop Leaders/Advisors should return Financial Aid On-Time registrations to SU Registrar by ____________;

packets due to Membership Specialist by October 25, 2015.

2

3/25/2015

Technical Assistance Staff are eager to help volunteers and parents navigate the GSUSA Registration process. GSCNC uses an online registration system (see p. 11 for detailed instructions). If you need any help, please take advantage of one or all of the choices below. Do you need help with or have questions about the online registration system? A member of our Registration Team can help. Please contact your Service Unit

Registrar or Membership Specialist. Do you need access to a computer or in-person assistance? Visit one of GSCNC’s six offices, and we’ll provide you access to a computer as

well as one-on-one support. Just give us a call before you come so we can be certain we are ready for you.

Girl Scout Council of the Nation’s Capital

Washington, DC, 800-523-7898, 202-237-1670 4301 Connecticut Avenue, NW

Washington, DC 20008

Frederick, 301-662-5106 3 Hillcrest Drive, A-103

Frederick, MD 21703

Loudoun, 703-777-5644 25055 Riding Plaza, Suite 120

South Riding, VA 20152

Lorton, 571-642-0253 7764 Armistead Road, Suite 210

Lorton, VA 22079

Martinsburg, 304-263-8833 153 McMillan Court

Martinsburg, WV 25404

Waldorf, 800-834-1702, 301-638-5373 2670 Crain Highway, Suite 101

Waldorf, MD 20601

3

3/25/2015

2015-2016 Highlights

Early Bird Patches Girls can earn a participation patch if they register during Early Bird by June 30, 2015. Patches are available for distribution beginning at the 2015 Annual meeting and are distributed via the Membership Specialist.

Girl Scout Shop Coupons A $25.00 GSCNC Shop coupon redeemable October 1 to December 15, 2015 will be awarded to all troops that Early Bird register 50% or more of their “active” girls and a minimum of 6 girls. Coupons will be distributed to Troop Leaders in September 2015. A signature will be required at the time of pick up. Coupons may be used at GSCNC’s shop or at GSCNC’s online shop. Online Registration Online Registration is required for all registrations except requests for Financial Assistance, 12th graders purchasing lifetime memberships, and those preferring to register in Spanish.

Thank You to all of our volunteers who so diligently work to make Girl Scouts a success! You each play an extremely important role in keeping Girl Scouts active and strong at the Girl Scout Council of the Nation’s Capital. Though we have tried to anticipate your questions, we realize that this handbook may not address your specific situation. Please contact your Service Unit Registrar or Membership Specialist if you require additional support.

Quick Reference Technical Assistance 2

GSCNC Offices 2

Calendar 4

Registering Online 5-6

Position Designations 7

Online Troop RE-registration 8-11

Registering NEW Girls 12– 16

Form Review 17-18

Table

of C

onte

nts

4

3/25/2015

Troop Leader/Advisor Registration Calendar

March Ask girls who is returning for next year

Notify Registrar of any inactive girls for Early Bird coupon qualification

April/May– Early Bird Time Collect registration information from all

girls/parents to update in Troop Roster when registering

Collect $15 registration fee from parents

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

Submit Girl Paper registration form and Financial Aid Form as needed

Provide troop information to the Service Unit for the Troop Catalog

June– Early Bird ends Contact Service Unit Registrar and Service

Unit Manager if Troop is disbanding.

Turn in Disbanding Notification and Procedure form to Service Unit Manager

Early Bird Registration Any girl or troop registered for the

2015-2016 Girl Scout year starting April 23 and by 11:59pm on June 30, 2015, is considered “Early Bird”.

A participation patch for Early Bird will be distributed for every girl who registers online or via financial assistance during Early Bird. Patches are distributed in the spring or the fall at the Membership Specialist’s discretion.

All troops that Early Bird 50% of their “active” girls online and a minimum of 6 girls will qualify for a $25 GSCNC Shop coupon. The coupons will be distributed directly from the Membership Specialist to the Troop Leader/Advisor in September and patches at the Membership Specialist’s discretion.

On-Time Registration Any troop registering between August 1 and

October 31, 2015, is considered “On-time”.

Troops that register On-time will experience no lapse in membership or insurance coverage.

Troops that register all active members by the On-time deadline are eligible to participate in Honor Troop.

Ca

len

da

r

September On Time Registration and Leader

registration access to 2014-2015 memberships ends September 30.

Notify Troop Organizer of open spaces in Troop

Register new and returning girls/adults or submit Financial aid requests

Request Financial Aid for Troop dues and Shop Supplies for Early Birded girls, if needed

October/November October 1, 2015 begins 2015-16 GSUSA Girl

Scout year. Paper forms for On-time Registration are due to the Membership Specialist by October 29, 2015. Online registration for On-time closes at 11:59 PM on October 31, 2015.

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

Registrar Use Early Bird Coupon

December Verify that all active girls in Troop are

registered to be eligible to participate in the cookie program and camp registration

Early Bird Coupon expires

January/February Check with parents to have access to

Family hub to register daughter for Spring/Summer Camps

5

3/25/2015

Online Registration

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

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

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

Onlin

e R

eg

istra

tion

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

Must enter the exact First Name, Last Name and address in GSCNC’s database for the system to find your profile.

Registration Note: The system will time you out for inactivity. Be sure you are ready to register before you start this process.

6

3/25/2015

On

line R

eg

istr

atio

n Online Registration

Step 1: Creating a Login, Continued.

4. Once you activate your account, you can set up your own log in ID and password (at least 7 characters).

A confirmation e-mail will be sent to the email address on file. Follow the link to Create

Your Online User Account.

This account will give Troops Leaders access to their personal information and to their Troop members' information. Please do not share this log in information with anyone else.

If your attempt to activate your account is not successful, please contact your Service Unit Registrar or your Membership Specialist.

Once members log into the sys-tem, they can update personal contact information by clicking on their name at the top right of the page. They can also designate Roles by selecting Add Volunteer Roles

under How I Participate.

Detailed instructions on how to designate your roles can be found on the next page.

Troop Leader Login:

7

3/25/2015

Designate Your Role Adults can designate their own Roles at any time.

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

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

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

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

Onlin

e R

eg

istra

tion

8

3/25/2015

Step 2: Prepare for Troop Registration 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 e-mail?

Do you have current parent/guardian contact information for the girls? Do you know what grade and school they are in for fall of 2015?

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: http://www.gscnc.org/financial_assistance.html

Be sure that parents have given a valid email address on each form. When registering a girl and related adult, register adult in the system first

then girl. 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 spon-sored events (recruitment events, camps, etc). NEW girls will not have a existing profile in the system.

Online Registration for Early Bird

On

line R

eg

istr

atio

n

Any girl who has an existing profile will give this error. Contact your Membership Specialist or Database Coordinator. Do NOT force profile.

How to register NEW girls can be found on page 9.

9

3/25/2015

Step 3: Re-Registration Online Go to www.gscnc.org and click on Registration Log in using your ID and password created in Step 1.

Online Registration

Onlin

e R

eg

istra

tion

1. Click on My Troops in the menu bar. 2. Add or Update Troop Information.

Access to My Troops is automatically provided to any adult with an 01-Leader/Advisor position in in the troop. An 01 Leader/Advisor for multiple troops will see each troop on a separate tab.

4. Select purchase Girl Scout Membership (s) and select GO.

3. Select the troop members you wish to re-register, by checking the boxes next to their names.

10

3/25/2015

On

line R

eg

istr

atio

n Step 3: Re-Registration Online, Continued

A list of the selected members will appear.

5. Select Girl 2016, 6. Click Start 7. Enter or update all additional infor-mation for each girl selected. 8. Click next on each page.

9. When you have finished updating all the girls information go to your shopping cart. Verify that all the girls you have re-registered are showing and Click Checkout.

The system will walk you through editing the information in each member’s account.

11

3/25/2015

10. Enter your Troop Debit card information. Make sure you mark the Abide by the Promise and the Law box. 11. Then click Process My

Order. (Only click once, sometimes system takes a moment to respond.)

Step 3: Re-Registration Online, Continued

Onlin

e R

eg

istra

tion

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

Registration Note: Shopping Carts are not saved, memberships are not COMPLETE until PAYMENT IS MADE. Girls/Adults who show as UNREGISTERED in your troop, have not been paid for.

12

3/25/2015

Step 4: NEW Girl Registration Online

NEW Girl Scouts are defined as: “Any girl/adult 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 Membership Specialist or Database Coordinator. Do NOT force profile.

How to Register NEW Girls/Adults: 1. Collect the necessary registration information. Having a parent fill out and return

a Girl/Adult Registration form, that can be found at http://www.gscnc.org/financial_assistance.html, is the easiest way to obtain all necessary information.

2. Go to www.gscnc.org and click on Registration.

On

line R

eg

istr

atio

n

13

3/25/2015

Step 4: NEW Girl Registration Online, Continued

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

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

5. Select either Add Girl or Add Adult. If you are registering a girl and a related adult, register ADULT first, then girl.

Registration Note: When you select Add New Girl or Adult, this box will appear. It contains import registration information. Please read it.

Onlin

e R

eg

istra

tion

14

3/25/2015

6. Complete all information blanks and select Continue.

Step 4: NEW Girl Registration Online, Continued

Collecting Membership Information:

Registration Note: You MUST opt IN to receive information from council.

Registration Note: If at anytime you hit continue or next and the screen does not move forward. You have missed a required field.

On

line R

eg

istr

atio

n

15

3/25/2015

Entering School Information:

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

Be sure to select girl’s grade for 2015-16 School year.

Step 4: NEW Girl Registration Online, Continued

7. Once you have entered Basic Registration infor-mation you will be asked to select Membership year. BE SURE to select 2015-16. If you select 2014-15 you will have to re-register her for Early Bird and pay twice. GSUSA does not refund Membership Fees.

Onlin

e R

eg

istra

tion

16

3/25/2015

Step 4: NEW Girl Registration Online, Continued

Completing NEW Girl/Adult Registration:

You are almost finished. Once you have added all of the NEW girl/adult’s information they will automatically fall into your shopping cart.

8. If you are adding addi-tional girls/adults to your troop select Continue Shopping and you will follow the instructions again. If you have only ONE girl/Adult to add select Checkout.

9. Enter your Troop Debit card information. Make sure you mark the Abide by the Promise and the Law box. 10. Then click Process My

Order. (Only click once, sometimes system takes a moment to respond.)

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

Registration Note: Shopping Carts are not saved, memberships are not COMPLETE until PAYMENT IS MADE. Girls/Adults who show as UNREGISTERED in your troop, have not been paid for.

On

line R

eg

istr

atio

n

17

3/25/2015

Financial Assistance Requests When financial assistance is needed, a Troop and Member Financial Assistance Request Form and completed PAPER Membership Registration Form, must be completed by the Troop Leader/Advisor or parent and submitted to the Membership Specialist or Registrar. Do not register any member requesting financial assistance with the online registration system. Outdated Membership and Financial Assistance Forms will not be accepted. Please go to: http://www.gscnc.org/financial_assistance.html for the most current form.

During Early Bird Financial Assistance is available for: GSUSA membership dues for girls and adults up to $15.00 ONLY. Please use the Early Bird

Financial Assistance Request form at Early Bird to insure faster processing of membership request. (See Page 18 for picture of form). The Early Bird Financial Assistance Request From and 2015-16 Membership Registration forms can be found online here: www.gscnc.org/How_to_EB.html

Financial Assistance (On-time and Ongoing): GSUSA Membership dues for girls and adults up to $15.

GSCNC shop supplies (e.g. sash, recognitions and books)

$25 dues per girl per year

Transfer of Membership:

Transfers during Early Bird: There are NO Transfers during Early Bird. If you have a girl who is bridging to another troop in 2015-16, re-register her in your troop and submit a transfer request to your SU Registrar who will submit it online when the 2015-16 Transfer process begins in August.

Transfers (After 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 list

Submit transfer requests to your registrar who will request the transfers online. For a out of council transfer please provide the members name and former council name.

Forms Girl and Adult Registration Forms as well as the Troop and Member Financial Assistance Request Form in both English and Spanish can be found at the following link: http://www.gscnc.org/financial_assistance.html Please use the correct form for the type of registration (Early Bird or Ontime/Ongoing) and complete entirely to ensure fast processing.

Fin

ancia

l Assis

tance

18

3/25/2015

During Early Bird, We ONLY accept requests forms for GSUSA Membership Dues. This is the ONLY acceptable form. It must be turned in with a completed paper Membership Registration form. DO NOT register members who need Membership Registration fees online. All Early Bird Financial Assistance forms can be found: www.gscnc.org/How_to_EB.html

Troop & Member Financial Assistance Forms

ALL girls who Early Bird will be awarded this FREE Patch. Patches will be distrib-uted in the fall by Membership Specialist to troop leaders at Service Unit Meetings.

Early Bird Financial Assistance Form:

On-Time & On-going Troop & Member Financial Assistance Forms:

Starting in 2015-16, this the NEW Financial Assistance form. It must be turned in with a completed paper Membership Registration form. DO NOT register girls who need Membership Registration fees online. This form and 2015-16 Registration forms can be found: www.gscnc.org/financial_assistance.html