MEET AND GREET - OUTLINE FOR NEW TROOP/GROUP LEADERS, ASSISTANT LEADERS, ADVISORS

Transcription

1 Girl Scouts of Central Maryland or MEET AND GREET - OUTLINE FOR NEW TROOP/GROUP LEADERS, ASSISTANT LEADERS, ADVISORS This outline is to be used when giving a Meet and Greet. Ask each participant to fill in their information on the Adult Learning Attendance Record (a copy is on the reverse side of this outline and will be available online and in the VRC) and then return to the Adult Learning Services**. Please remember that new volunteers can also complete the Meet and Greet by webinar, but will still need to meet with a member of the Service Team for Service Unit and registration information. Volunteers must complete the Meet and Greet before starting in their position and before registering for Girl Scouting 101. This is an overview and should last no longer than 2 hrs. The Key to a successful Meet and Greet is to personalize as much information as possible and to make the new volunteer feel at home! Supplies Needed: Troop Resource Packet Volunteer Essentials (included in the Troop Resource Packet) Date and time of upcoming SU leader meeting(s) Extra pens/pencils/paper Volunteer Application if not already submitted (Volunteers should complete the application process before the Meet and Greet) Attendance Form ** At the end of each month, please send the completed form to the Adult Learning Services by mail to GSCM, 4806 Seton Dr., Baltimore or by vbrooks@gscm.org, or by fax to It may also be dropped off at the GSCM Seton Center /2013

2 Girl Scouts of Central Maryland ADULT LEARNING ATTENDANCE RECORD Course Title: Meet and Greet Month and Year Service Unit Name Address City/State Zip Home Phone Troop # Address /2010

3 Meet and Greet OUTLINE AND CHECKLIST Begin the session by asking each volunteer to enter their information on the Adult Learning Attendance Record. Volunteer Essentials Volunteer Essentials is the primary resource for general Girl Scout information. All page numbers in this document refer to Volunteer Essentials. Quick-Start Guide (pages 1-13) The Quick-Start Guide in Volunteer Essentials is created to give busy new volunteers the information needed to plan their first meeting with the girls. Highlight the steps they need to complete before meeting with the girls. Assess where they are in this process. Reinforce need to complete Volunteer Application process to be appointed as a leader. OVERVIEW OF WHO WE ARE Council & Organization Information Highlight GSUSA mission, promise and law on page 2. Highlight Girl Scouts Organizational Structure focusing on Council specific information and local support on pages 6-7. Local Support Service Unit & Council Staff Service Unit: A geographic subdivision of the council comprised of a city or town, a group of schools or small towns or a section of a city. This is your local Girl Scout community which includes leaders, troops and girls. Service Unit Team: Group of volunteers who support the leaders and girls. Usually on the team are the service unit manager, registrar, cookie manager, and there may also be troop coordinators or grade-level consultants. Refer to cover sheet, if you haven t already gone over the information, remind participants of: o o o Council telephone number and website information. Service Unit Manager s name and phone number ( if available) and provide names and phone numbers ( s, if available) of service team members. Membership and Community Development Specialist s name, address, phone number and extension. Review service unit meetings/activities. Explain the importance of attending meetings or sending a troop representative. Provide the date and location of the next leader s meeting. VOLUNTEERING WITH GSCM Volunteer Policies - Located in their packet. Review the role of the Girl Scout Leader which includes being a role model and safeguarding the health of all girls and adults in your group (page 14) Review adult coverage minimum of 2 registered adults and girl/adult ratios on page 12. Discuss the need of a trained adult at every troop/group function. Review the various adult positions in the troop and if a background check or registration is required for the position.(please refer to the Volunteer Application/Background Checklist (03-323a) found on our website.

4 GIRL SCOUT PROGRAM As discussed earlier, the foundation of our organization is the Girl Scout Promise and Law (page 2 and 15). Identify the program level the adult will work with and the grades of the girls in that level (page 5). Identify the names of the appropriate GSUSA resource books (Journey books and the Girls Guide to Girl Scouting) for the program level and where books can be purchased locally. Please advise them they will need these books when they attend training. Reference Chapter 2 for information on the Girl Scout Leadership Experience. Refer them to the Troop Volunteers Appendix on page 71 for information on troop organization. Let volunteers know about our council-wide program opportunities for girls and troops. Information about all programs is available on the website at Remind them that girls can participate in council programs individually or with their troop/group. GSCM s monthly e-newsletter, the VINE, contains updated information on program. The newsletter is posted to our website the 15 th of each month under Volunteer Resources, Publications. Discuss use of the internet and Girl Scout websites (GSCM: and GSUSA: and (If you have a computer, you may want to visit the sites with them and point out some of the key areas of the websites) At home, participant should review Chapter 2 of Volunteer Essentials - Girl Scouting as a National Experience. SAFETY - Safety is our number one priority. Emphasize the importance of referring to the Safety Activity Checkpoints before doing any activity (page 11). The checkpoints can be found on our website under Volunteer Resources. Review the Girl Scouts Safety Guidelines on page 13. These are the basic safety guidelines that all adults must follow at all times. Discuss HIPPA law and methods for keeping girl contact information confidential (page 55). Girl Scouts of Central Maryland recommends that when girls are present, at least one adult volunteer be firstaid/cpr certified. A first aider is required when noted in the Safety Activity Checkpoints and for physically demanding activities and activities involving the potential for injury, and trips of a day or more (page 56-58). Review the need for a first aid kit (page 58). Discuss the need for a trained adult at every troop/group function including trips. Further information is available in Chapter 4 (pages 50-59). VOLUNTEER LEARNING OPPORTUNITIES Review list of GSCM training courses, including what training is needed. Troop Leaders must complete Girl Scouting 101, an online course, and grade level training within 6 months of appointment. A training calendar is printed 3 times a year. It contains information about all courses and when and where the courses are offered. The online registration site is always the most up to date resource for adult learning opportunities. Review how to register for the training courses. Online registration is the preferred method; however, if a volunteer is unable to register online, they should complete the training registration form ( ) and send it in. The online registration calendar indicates how many spaces are available for each training. Registrations are not taken over the phone and participants must pre-register for a class. GSCM s e-newsletter, the VINE referred to previously, also contains updated information on training. Explain that Home Studies are also an option. They are available for Daisy, Brownie, Junior, and Teen grade levels. Participants can register for these online or by completing the Home Study Request form ( ). (As of October 1, 2013 there will no longer be a cost for the home studies.)

5 BASIC TROOP/GROUP INFORMATION Troop/Group Meetings Determine day, time and place of meeting (offer suggestions of facilities, contact people, etc.) (page 35). Review what a leader needs to have with her at all times (permission slips, health forms, first aid kit, insurance form, emergency information). Parent/Guardian Permission Slips are needed for troop/group meetings away from regular meeting location, when covering sensitive issues and to give medications. Review the procedures they must use when they are meeting away from their meeting place or taking a trip (Appendix: For Travel Volunteers, pages 76-82). Review emergency procedures and emergency information on the GSCM Emergency Sheet (this information is in the Troop Packet). Discuss holding a parent meeting (pages 46-47). Meeting with the Girls for the First Time (page 10). Parts of a meeting can be found on pages Grade level courses provide the opportunity to explore this in more detail. Review registration process and provide registration materials. MANAGING GROUP FINANCES Chapter 5 (pages 60 70) Troop/Group Bank Account (Review Council Policies) Correct name for account (Girl Scouts of Central Maryland Troop # _). Federal ID. # used for bank accounts only. Signature procedure (3 signatures on account but only 1 required for check signing, one the signatures must be the Service Unit Manager or her designee). Review Bank Account Information form ( ) that must be completed when an account is established, changed or closed. Address on account is the leader s. Local bank policies; which banks are user friendly and offer free accounts for non-profits, etc. Use of Debit Cards recommend one debit card. Keep receipts. Troop/Group Funds Register all adults handling troop/group monies. Review Troop Cookie Manager s role. Explain End of Year Financial Report and the need to keep receipts. Explain Tax Exempt Purchases Use Tax Exempt Card found in Packet. This is not the same number used to open bank accounts. Troop/Group Budget Review Troop Dues. Girls and parents should discuss and determine the amount at the parent meeting. Choose an amount that is manageable. Suggest $1-2 per meeting. Troops should be self-supporting. The goal for the troop is to earn enough money to pay for anticipated activities without repeatedly asking the parents for contributions. The Cookie Program enables girls to earn their way. The best troop program need not be the most expensive one. Troops who have limited budgets tend to be resourceful in their supplies and activities and are often the better for it. An activity should not be planned until there is a way to pay for it. Review Understanding Financial and Sales Abilities by Grade Level on pages Money-Earning Basics pages

6 Review training dates and dates of fall Cookie Program. Yes, Daisies participate in the Cookie Program, but they may not have other Money Earning activities. Discuss additional Money-Earning Activities. Troops registered at the time of the Cookie Program, must participate in the cookie program in order to have any other money earning activities. Please remind them, they cannot start any part of the Money Earning Activity until it has been approved. Financial Assistance - at local and council level Explain GSCM financial assistance. Limited funds are available. There must be demonstrated need. Each application is reviewed on a case by case basis. (form available in Troop Resource Packet). SHARE Explain SHARE and its importance Indicate that families may give at the time of registration or at any time throughout the year Refer them to the SHARE Troop Resource Manual available online and in the VRC (05-512) Jennifer Moumane, is the contact person for SHARE at the GSCM office. Ext WRAP-UP Answer any additional question Confirm status of application process o Have appropriate forms available to review with applicant if not completed. o If you receive any application forms, send the forms to the GSCM office to the attention of Recruitment and Placement Services. These records are filed at the council office. WHAT ARE THE NEXT STEPS? Now that they have participated in the Meet and Greet, here are the next steps: Complete Girl Scouting 101 and Grade Level courses within 6 months of appointment. Encourage them to take these as soon as possible. Please review where to find the list of trainings and how to register for them. Adults who are registered Girl Scouts should use online registration whenever possible. Arrange a Parent meeting THANK THEM AND TELL THEM TO HAVE FUN!

7 Welcome to Girl Scout Leadership A Resource for New Leaders As a new leader, your first step is to set up a Meet and Greet with members of your Service Team or your Membership and Community Development Specialist. They will provide you with the information on this form. If you do not know who to contact in your Service Unit, please contact your Membership and Community Development Specialist, located at the Girl Scouts of Central Maryland office. We also offer the Meet and Greet as a webinar. Please contact your Service Team or Membership and Community Development Specialist for webinar details. Council Council Code: 218 Council Website: Girl Scouts of Central Maryland Council or Service Unit #: Service Unit Manager: Troop Number: Meet and Greet Outline Overview of Who We Are Volunteering with GSCM Girl Scout Program Safety Volunteer Learning Opportunities Basic Troop Information Managing Group Finances Next Steps Troop Coordinator Service Unit Registrar Service Unit Cookie Manager Service Unit SHARE Coordinator Service Unit Meetings are Held Day/Time: Location: Membership and Community Development Specialist /2012

8 Question Completed Notes and Follow-up Have you turned in your completed Volunteer Application? Have you registered for Girl Scouting 101 and Grade Level Training? Do you know how to register for trainings? Do you know who your Membership and Community Development Specialist is and how to contact her? Do you know who your Service Unit Manager is? Have you completed a Meet and Greet? Do you know when and where the Service Unit meetings are held? Are you aware of the reporting structure for your service unit? Do you know who to contact about the Cookie Program? Do you know how to obtain a meeting site for your troop? Do you need help in obtaining one? Do you have a parent meeting scheduled? Do you know what to include in your parent meeting? Do you know how to register your troop? Do you know how to open a bank account for your troop? Do you know where the $22 registration and service fee goes so you can explain it to the parents of girls in your troop? Do you know that we offer registration grants for girls and adults so everyone can have the same access to the Girl Scout program? Are you familiar with SHARE and how to promote in your troop? Are you familiar with the GSUSA resources- the Journeys and grade level books you will need for your troop? Do you have a Girl Scouts of Central Maryland tax exempt card? Do you know when to use it? Do you know where the council office is located? Do you know the hours of the Girl Scout store or how to find them?

9 Question Completed Notes and Follow-up Are you familiar with the websites for GSUSA and Girl Scouts of Central Maryland? Do you know what is available to you at the Volunteer Resource Center? Do you know where to find and how to register for girl programs and council activities and how to use any of our camp properties? Do you have any questions about trips and the trip application process? Do you know where to find the money earning activity policies? Do you have a clear understanding of your responsibilities as a Girl Scout Volunteer? Additional questions: Notes and Follow-up Thank you for volunteering for Girl Scouts of Central Maryland!