Welcome to the Girl Scouts, Hornets Nest Council Early Bird Season

Transcription

1 Welcome to the Girl Scouts, Hornets Nest Council Early Bird Season

2 What is Early Bird? Early Bird simply means registering early for the next Girl Scout year (October 1, 2016 September 30, 2017) between April 15-June 15, 2016.

3 Membership Fees for the Girl Scout Year Annual Membership Fees: Membership fees are $15.00 per member if you Early Bird register between April 15-June 15, Membership fees will increase to $20.00 per member if you register after June 15 th, Lifetime Membership Fees: Regular Adult Lifetime Membership fees are $ Graduating Ambassador Girl Scout Lifetime fees are $

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5 Reasons to Early Bird Help your troop to meet criteria for the Outstanding Troop Award. Eliminate the chaos of paperwork in the fall. Ensure that you and the girls do not lapse insurance coverage or membership. Ride the wave of enthusiasm after the girls big trips and ceremonies. You can use the cookie proceeds to pay for all or part of the girls registration fees.

6 Online Registration

7 Online Registration Early Bird We are excited to announce that this spring you will be able to re-register your troop online! In April each troop leader, who is listed in ECouncil as the main troop leader (01) for their troop, will receive an with a link to Early Bird register their troop online. Please add registration@hngirlscouts.org as an approved contact so you won t miss this exciting opportunity. NOTE: If your troop does not receive an , please first check your junk mailbox. If you still are unable to locate it, then send an with the troop leader s name and troop number to registration@hngirlscouts.org, Subject: Resend Troop Early Bird Registration Invitation.

8 In April, each Troop Leader (01) will receive the following to Early Bird register their troop: Dear Girl Scout Troop Leader: Spring is here and it s Early Bird registration time! Early Bird means registering now for the next Girl Scout year (October 1, September 30, 2017) by June 15, Why should you Early Bird? New & updated troop incentives more details to follow! Your Service Unit will receive a monetary incentive per girl that Early Bird registers and can use this money to provide events and programs to the girls in your Service Unit. Help your troop to meet criteria for the Outstanding Troop Award. Eliminate the chaos of paperwork in the fall. Ensure that you and the girls do not lapse insurance coverage or membership. You can re-register your troop online via our secure internet-based membership database. This makes the re-registration process fast and easy for you! Collect registration payments for each girl/adult re-registering for next year & deposit into your troop account. Click here to login into ECouncil and view your current Troop roster. The rosters are updated in real-time and represent all of the girls and adults currently registered in your Troop. Simply verify each person's information or make the necessary changes by clicking on the name (ex. years in Girl Scouting, name of school, volunteer position codes for adults, spelling of names, mailing address, address, date of birth, guardian info, etc.). Check the box next to the names of everyone returning for Following the online prompts, submit one, simple online payment using your troop debit or credit card. That's it - you're done! Early Bird is a great time for families to show their appreciation of the Girl Scouts by making a meaningful contribution to GSHNC. Please make time to talk to the girls and their families about the importance of the Family Campaign and their support! If you require technical assistance with our online re-registration system or your troop roster is incorrect, please contact your Service Unit Registrar. If you have general questions about re-registration, please send an to registration@hngirlscouts.org. Thank you, The GSHNC Online Registration Team

9 Early Bird Re-Registration Registration Collect the registration payments (cash, check, or money order) for each girl/adult re-registering ($15.00 per person) for the next year at a troop meeting & deposit them into the troop bank account. Then if you would like to know whether or not the families who are returning have any changes to their contact information, you can send them an with a blank/fillable registration form attached (example template on next slide) and have them return the completed registration form to you electronically, which you can then use when updating the individual s record in ECouncil. NOTE: If a family would prefer to pay with a debit or credit card, they will need to complete a paper registration form (per person) and submit it/them to the troop leader with their card number written in the payment information section. For security reasons, do not allow families to or mail a registration form with their card number written on it. After processing the families payment, be sure to properly dispose of the card number,, either by blacking it out or shredding it.

10 Example Early Bird Template Troop Leader s can send this along with the blank/fillable Girl & Adult Girl Scout Registration forms,, to help inform each family about Early Bird Registration for the Girl Scout Year. Don t forget to customize the with your troop s specific information. Dear Girl Scout Families, It is Early Bird Registration time! Early Bird simply means re-registering now for the next Girl Scout year (October 1, 2016 September 30, 2017) by June 15, We are trying to reduce waste and use our resources wisely, so if you would like to re-register either yourself or your Girl Scout for the fall, please complete the attached fillable Girl Scout Registration Form, save it and it back to me with any changes to your information no later than [INSERT TROOP DEADLINE]. Then you can pay the $15.00 membership registration fee per person at our next troop meeting with either cash or a check made payable to our troop; GSHNC Troop # [INSERT TROOP NUMBER]. If you would prefer to pay with your personal credit or debit card please complete & print the attached Girl Scout Registration Form and bring it to our next troop meeting. For security reasons, do not or mail a registration form with your credit card number written on it. Early Bird is also great time for families to show their appreciation of the Girl Scouts by making a meaningful contribution to GSHNC. Please come to our next troop meeting so that we can talk to you and the girls about the importance of the Family Campaign and your support! If you would like to make a Family Campaign contribution please mark it on the registration form and include that amount with your registration payment. Thank you for participating with our Girl Scout troop for the Girl Scout year! We look forward to all of the exciting opportunities that will hold!!

11 How to Re-register a Troop Online 1) The Troop Leader will click on the link in their to re-register troop members. 2) They will be directed to the ECouncil Log In page (example on next slide). 3) Log in using the troop leader s personal address and the password is your troop # (example: Troop123 capital T in Troop, no space between the word Troop and the Troop #). NOTE: If your troop has not yet received ECouncil access or if you are unable to log in, please contact the GSHNC Membership Specialist for your area.

12 ECouncil Log In Screen NOTE: ECouncil works best using Internet Explorer as the web browser. Do not re-register register your troop from a smart phone.

13 How to Re-register a Troop Online (cont.) 4) Click on the box next to each member that will be re-registering for the upcoming membership year (example on next slide). 5) A Troop Leader should make updates/changes to any individual s information by clicking on the individual s name or their Member ID # and then correcting the information (ex. years in Girl Scouting, name of school, volunteer position codes for adults, addresses, spelling of names, mailing address, date of birth, guardian info, etc.). The girl s grade will automatically update. 6) Once the troop leader has selected each individual that will be re-registering & made the necessary edits, they click on the submit button. NOTE: A member s years in Girl Scouting will not automatically roll over when re-registering, registering, so these will need to be manually updated by the troop leader each year for both girl and adult members.

14 How to Re-register a Troop Online (cont.) Do not click here to re-register a girl who is graduating and returning as an adult for the next Girl Scout year. She will need to register as a new adult; with a paper Adult Membership Registration Form. Do not re-register register a graduating girl Click on the blue name or Member ID # to edit a member s information Click on the box to re-register register a member for the next Girl Scout year

15 How to Get to the Troop Re-Registration Registration Screen If one of the Troop s main Leaders does not receive an to Re-register the troop, you are not immediately directed to the previous Troop Re-Registration screen or the Troop s Co-Leader/Assistant Leader would prefer to Re-register the troop please follow these steps after logging into ECouncil to get the Troop Re-Registration screen.

16 Make changes or corrections to existing members: Girl Information Update: # of years as a Girl Scout IMPORTANT: : Please be sure that each girl s date of birth is correct, she has at least one Parent/Guardian listed and that there is an address attached to the girl s record or to one of the parent/guardians records.

17 Make changes or corrections to existing members: Adult Information Update: # of years as an Adult Electronic FA is not available for adults at this time, if needed please submit a paper Adult Membership Registration Form along with a paper Registration Assistance Request Form.

18 What if a girl needs to re-register register with Financial Assistance (FA)/Registration Assistance? 1) Click on the green Financial Aid button on their information screen. 2) Check the box next to the Annual Girl Scout of the USA membership dues ($15.00). 3) Click Submit Electronic FA is not available for adults at this time, if needed please submit a paper Adult Membership Registration Form along with a paper Registration Assistance Request Form. Check box for membership dues Our system will not accommodate for FA requests for Programs or Trainings, if needed please use the Girl Financial Assistance Request Form. Do not use for Program Events or Trainings

19 What if a family makes a Family Campaign donation? 1) At the bottom of their information screen, locate the Family Partnership section. 2) Check the box next to Yes, I would like to make a Family Partnership Donation. 3) Select one of the preset $ amounts or click Other and fill in the Other $ amount. 4) Select today s date from the popup calendar. 5) Click Submit

20 Re-registration Payment Information Our system will not accommodate for a Total Charge amount of $0.00; if the entire troop needs Financial Assistance paper Membership Registration Forms will need to be submitted for each person. Total Charge $ All registration fees for each member selected to be re-registered will be totaled in the Total Charge field on the screen (less any girl who was selected to receive Financial Assistance). The Troop Leader can enter payment information from the troop debit or credit card to pay for the membership registrations (we accept Visa, MasterCard & Discover, not American Express). The address entered must match the card s billing address. If any family chooses to contribute to the Family Campaign that amount will be added to the total charge amount. NOTE: If a family pays for their membership fee(s) and/or makes a Family Campaign donation by debit or credit card the troop leader will need to re-click the link in their to go back to the initial re-registration registration screen and register that individual/family separately from the rest of the troop in order to process that families personal card payment. After processing the families payment, be sure to properly dispose of the card number, either by blacking it out or shredding it.

21 Confirmation Receipt The Troop Leader will receive a confirmation receipt for all of the members that they just re-registered registered for the troop. *This should be kept for troop records.* Thank you for your recent membership transaction with the Girl Scouts, Hornets' Nest Council. This is provided as a receipt. Please keep it in your Girl Scout records. As a reminder, GSUSA Annual Membership fees are non-refundable or transferable to another person. Troop #: E-Receipt #: Total Charge: $ Number of Girl Annual Membership Registration(s): 4 Number of Adult Annual Membership Registration(s): 3 List of Girl Members: Bruno, Skyla ; MemberID: DeOliveira, Angelina ; MemberID: Guidice, Ava ; MemberID: Mulkins, Bella ; MemberID: (Temporary #) List of Adult Members: Krause, Caylee ; MemberID: Marco, Calla ; MemberID: Mulkins, Gretchen ; Member ID: (Temporary #) If you are experiencing any technical difficulties with your online registration transaction, your question(s) to registration@hngirlscouts.org. Thank you and welcome to Girl Scouts!

22 Frequently Asked Questions If you have any of the following questions please refer to the Online Registration FAQ on our website: Can the co-leader/assistant troop leader (02) have ECouncil access to re-register the troop instead of the troop leader (01)? My username and password are not working and I have locked myself out of ECouncil. What if we have a brand new girl/adult registering into our troop? What if we have a girl/adult registering into our troop who would like to pay with a debit or credit card? What if we have a girl/adult re-registering into our troop from another troop? What if we have a girl/adult, who is already registered for this Girl Scout year, transferring into our troop from another troop in GSHNC? What if we have a girl/adult transferring into our troop from another council? What if there is a girl/adult who is registered but is not appearing on our troop roster?

23 Frequently Asked Questions If you have any of the following questions please refer to the Online Registration FAQ on our website: What if we have a girl/adult on our troop roster who is no longer a part of our troop? What if a new or transferring girl/adult needs to register with Financial Assistance/Registration Assistance? What if we do not have a troop debit or credit card, can we still register using paper registration forms? Where do we locate paper Girl Scout Registration Forms? How do I find out who my Volunteer Service Unit Registrar is? Questions for using ECouncil: How do we view our troop roster? How do we edit our troop s information (meeting place, time, location, etc.)? How do we edit a member s record/update contact information? How do we edit an adult s employer information?

24 Questions? Leaders if you have questions about Early Bird registration, please contact your Service Unit Registrar or Council Representative. Registrar & Outcomes Evaluation Manager Anne Kelley Membership Specialist Service Unit Retention Phone Anson Elena Klund Cab 2 Wanda Moonie wmoonie@hngirlscouts.org Membership Manager Meck 1 Megan Reynolds mreynolds@hngirlscouts.org Elena Klund Meck 4 Megan Reynolds mreynolds@hngirlscouts.org Megan Reynolds Meck 7 Willmarie Davila wdavila@hngirlscouts.org Wanda Moonie Meck 8 Elena Klund eklund@hngirlscouts.org Willmarie Davila Meck 12 Elena Klund eklund@hngirlscouts.org Meck 13 Elena Klund eklund@hngirlscouts.org Meck 19 Elena Klund eklund@hngirlscouts.org Montgomery Megan Reynolds mreynolds@hngirlscouts.org Pacesetters Wanda Moonie wmoonie@hngirlscouts.org Rowan Megan Reynolds mreynolds@hngirlscouts.org Stanly Wanda Moonie wmoonie@hngirlscouts.org Trailblazers Wanda Moonie wmoonie@hngirlscouts.org Union 1 Willmarie Davila wdavila@hngirlscouts.org Union 2 Willmarie Davila wdavila@hngirlscouts.org Union 3 Willmarie Davila wdavila@hngirlscouts.org York 1 Jennifer Runion jrunion@hgnirlscouts.org York 2 Jennifer Runion jrunion@hgnirlscouts.org Jennifer Runion jrunion@hngirlscouts.org Revised 4/5/16