This document highlights the most important updates in Volunteer Essentials 2017-2018. As usual, we recommend that volunteers take the time to read through the manual and reference it throughout the year.
Questions? Email .
Navigation:
1. Volunteer Essentials is available as a PDF at www.gsep.org under Volunteers > Volunteer Resources
2. Use the PDF to locate specific policies or pieces of information
3. Start with the Table of Contents, choose the section you want to read, then return to the Table of Contents by using the link at the top right corner of each page
General Changes:
1. The Emergency Hotline can now be reached by dialing 215.564.2030 and pressing 7 when prompted. This has been updated throughout the manual – most importantly in the sections talking about how to report an incident/accident and how to report suspicion of child abuse (after following the listed procedure for reporting to the state first).
2. Staff titles have been updated throughout the manual. For example: the title of Recruitment Manager has been changed to the appropriate new staff title under our new operating model – like Placement Specialist or Volunteer Support Specialist, and the Training and Development Team is now the Volunteer Training and Support Team.
3. The Volunteer Policies section at the end of Volunteer Essentials has also received some minor updates, including phone numbers and staff titles. The Board will approve these changes at their September meeting and the new version of Volunteer Policies will be posted immediately following.
4. References to Annual Membership Dues have been changed from $15 to $25.
5. GSUSA added several new graphics throughout the document, including DNA of a G.I.R.L.
6. References to the Volunteer Toolkit (VTK) have been added where appropriate to point volunteers towards this new resource.
7. The new program and digital Journeys have been included where girl program opportunities are referenced.
8. The term Individually Registered Girl (a.k.a. Juliette) has been changed throughout the document to Individually Registered Member. This is a new term from GSUSA.
9. The Online Registration System is now referred to as the Program/Events Registration System. This is referring to the eBiz system where you can still register for programs, events, and trainings.
Specific Changes:
1. Retail
Instructions for utilizing the Mobile Retail Shop have been added to the retail section.
Found Here in VE:
· Getting Started – page 25
2. Girl Scouting as a National Experience
GSUSA updated language throughout this section to reflect organizational changes.
Found Here in VE:
· Chapter 2 – pages 32-37
3. Gold, Silver, and Bronze
GSEP updated processes and procedures throughout this section to reflect council changes.
Found Here in VE:
· Chapter 2 – pages 45, 48
4. Conflict Management/Grievance Policy
GSEP has made some minor changes to the conflict and grievance resolution processes.
Found here in VE:
· Chapter 3 - pages 58-60
· Volunteer Policies
5. Volunteer Dismissal Policy
GSEP has made some minor changes to the procedure for volunteer dismissal.
Found here in VE:
· Chapter 3 - page 60
· Volunteer Policies
6. Certificates of Insurance
This section has been updated to reflect new procedures. See below:
“COIs are required for any trip that includes a high risk activity – which includes hotels if they have a pool. If you have any questions regarding whether a COI is required, or to submit a vendor COI for trips including high risk activities email .
GSEP provides Certificates of Insurance (COI) for troop meeting places and for additional facilities hosting Girl Scout activities.
Any existing COIs are automatically renewed by the GSEP insurance company to all facilities hosting troop meetings in the beginning of July. To view the list of facilities for whom GSEP has a current COI, click here.
If you are planning a trip to a location/facility that is not on this list, you will need to complete the online COI request form here (http://www.gsep.org/en/our-council/forms/cert-insurance-request-form.html).”
Found here in VE:
· Chapter 4 - page 84
7. Experts
Minor updates have been made to this section. See below:
“GSEP keeps a list of local experts (such as sailing instructors) and facilities (such as roller skating rinks) that are already approved and for whom we already have a COI on file. Just go to the Forms page of our site and search “COI.” The document will come up titled “Certificate of Insurance Approved Vendors.”
Found here in VE:
· Chapter 4 - page 84
8. Misappropriation of Troop Funds Process
Minor tweaks have been made to the process for reporting Misappropriation of Troop Funds.
Found here in VE:
· Chapter 5 - pages 94-95
9. Guidelines for Collection of Troop Parent Debt
This is a new section of the manual. See below:
“A troop can download a T-5 Parent Delinquency Form and Instructions and submit it when a parent neglects to pay a troop for monies owed from the Cookie Program or Nuts About Reading Program. To find the form, go to the Forms page of our website and search “T-5 Parent.” After submitting the form, the balance that the parent owes to the troop will then be owed to GSEP. GSEP will credit the troop for the balance (up to $250.00) and initiate collections with the parent. Troops are strongly recommended to turn over parent debt before the final sweep for each program so that the final sweep’s balance can be adjusted. The leader, Troop Cookie Manager (TCM), or Nuts About Reading Manager (TNAR) should take special care to ensure that no parent accumulates a balance over $250.00. GSEP will not reimburse parent debt over this balance.”
Before submitting a T-5
A troop leader, treasurer, TCM, or TNAR can submit a T-5 for parent debt. Before turning a parent over to collection, please ensure both of the following points:
1. The parent has signed a permission form where s/he acknowledges financial responsibility for the product or funds that they receive for this program. For the Cookie Program, this is the G-1 permission form.
2. An adult member of the troop has made the parent aware of the balance and has made several attempts to collect the balance with reasonable opportunities to pay. Please ensure that you have documented each attempt of communication, whether you keep a phone log, save text messages, or copy letters mailed to the parent.
Found here in VE:
· Chapter 5 - pages 95-96
10. Procedures for Donations to Troops/Service Units
Minor tweaks have been made to this process. All donations are now submitted directly to headquarters.
Found here in VE:
· Chapter 5 - pages 98-99
11. Financial Assistance
The Financial Assistance process and coverage has changed. Please see Volunteer Essentials for details.
Found here in VE:
· Chapter 5 – pages 99-100
12. Preparing for Your Girl Scout Cookie Booths
There is a new policy included in this section. See below:
“Plan to have at least two adults and one girl at the booth at all times. At each Cookie Booth, GSEP requires that there are two unrelated, registered adults, one of which must be female, in attendance. At least one of those adults must be a registered, background check-cleared volunteer.”
Found here in VE:
· Chapter 5 - page 110