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Re-Registration and Online Registration FAQ

Computer Access
Data Recovery
Disbanding Troops
Due Dates
Employer Information
Financial Assistance
GSUSA ID
Incentives
Individually Registered Girls
Lifetime Members
Membership Cards
Multilevel Troops and Groups
New Members to Troop
New Troops
Online Payment
Parent Signatures
Registering Individual Girls to a Troop
Registering Troop 
Registration Forms
Registration Status
Schools
Security
Service Unit Registration Coordinators
Transfers
Troop Check Card
Troop Meeting Information
Troop Numbers
Troop Placement
Troop Roster
Updates to Member Information



Computer Access

Q:         How will we address the needs of troops and families with limited access to computers?

A:         The new system is web-based so computers at a local library may be used. Girl Scouts of the Colonial Coast offices will also make a computer available to anyone who comes in to register for membership.  Please contact your council staff person to make arrangements.

 

Data Recovery

Q:         When updating information, if you save without paying, will a person then be able to come back later to pay with the changes saved? Or, will they have to edit everything all over again?

 A:        The changes will be saved.

 

Disbanding Troops

Q:         What happens to the records for troops that are disbanding? Will they stay listed in that troop for eventual placement into another troop and if so, can the registrar have access to the account?

A:         Yes, they will stay listed in the troop. The Service Unit Registration Coordinator won't have access to the account but she will see the girls on the regularly sent Service Unit roster and she can request that we transfer them to an active troop.

 

Due Dates

Q:         What exactly does this mean: "Due to Girl Scouts of the Colonial Coast on May 31, 2013 to meet the Early Bird deadline"?

A:         When using the online registration system your Service Unit Registration Coordinator will provide their deadline. "Paper" registrations are due to Girl Scouts of the Colonial Coast by June 15, 2013 to be considered Early Bird. Online eBiz registrations are to be completed by May 31, 2013.  Paper registrations should ONLY be used in these instances:

  • When a girl requires full or partial financial assistance
  • Lifetime members, including registration of 12th graders at the discounted rate offered
  • Girls and adults registering for the first time
  • Those with limited or no internet access.  Internet access will be made available at all council office locations.  Contact your local council staff person for details.
  • Those who are paying for membership registration with anything other than a credit or check card.

All other members are expected to register online. Membership Registration forms can be found here.

 

Q:         Why does online registration close for Early Bird at 11:59 PM on May 31, 2013?

A:         The GSUSA system "ends" the business day at 11:59 PM every day. This means that registrations processed after 11:59 PM will be posted for the following day. Girl Scouts of the Colonial Coast does not have the ability to adjust this setting.

 

Employer Information

Q:         How is employer information entered?

A:         There is a field to enter in the first few letters of your employers’ name, once this is done a list will populate and you will be able to choose from the list of employers. Please contact support@gsccc.org to add the employer if it does not appear on the list.

 

Q:         Is employer a required field for adults?

A:         No, employer is not a required field for an adult to register but helpful to the council.

 

Financial Assistance

Q:         What registration form will be used for financial assistance?

A:         Girl Scouts of the Colonial Coast has moved to a web-based system.  Forms in digital format are available here.  Contact your Service Unit Registration Coordinator or council staff person for assistance.

 

GSUSA ID

Q:         Do members need their GSUSA ID number in order to access the new online system?

A:         No, a GSUSA ID is not required to access the online system. A member's name and e-mail are the only information that is needed. It is important to know if you have not provided Girl Scouts of the Colonial Coast with your email address you will not be able to access the system. Contact your Service Unit Registration Coordinator or support@gsccc.org for assistance if needed.

 

Q:         When will GSUSA IDs be assigned to members after they register? How can members get their numbers?

A:         The GSUSA ID number is assigned immediately upon registering in the online eBiz system. The new online system has the option for members to print their membership card that contains their GSUSA ID number. Click on My Account and Print Membership Card to see the card with the GSUSA ID. ID numbers also appear next to the member name on the Pay Orders screen when paying for membership.

 

Incentives

Q:         How do I order Early Bird Patches online?

A:         The option to order Early Patches will not be available online. Once membership is verified, your Service Unit Registration Coordinator will submit a report to the council staff person listing those who qualify for the Early Bird patch.  Patches will be given to the Service Unit Registration Coordinator who will then distribute the patches.

 

Individually Registered Girls

Q:         How will Individual Girls register?

A:         Parents/guardians of girls who are currently Individually Registered Girls may activate their account online and re-register if they have an email address in the membership database. They can contact their Service Unit Registration Coordinator to verify their email address before activating an account. Girls who are registering as Individuals for the first time should be registered using the paper process.  Paper forms and payment are generally turned in to the local Girl Scout volunteer or the Service Unit Registration Coordinator . 

 

Q:         For re-registering Individual Registered Girls, should the parent use the online registration System?

A:         Yes, during Early Bird, at this point a parent may re-register her daughter as an Individual Registered Girl. The parent is in the best position to pay for the renewal.

 

Q:         Does an Individual Registered Girl need an "01" leader to register?

A:         No, her parent or guardian can register her online as an individual.

 

Q:         Does an Individual Girl need her own Girl Scout checking account?

A:         No, her parent or guardian should pay for her membership once she established in our system.

 

Lifetime Members

Q:         Are there any issues with Lifetime members who are 01s?

A:         No, there are no issues.

 

Q:         What is the cost of a Lifetime membership?

A:         Lifetime membership is $300 for adults until September 15, 2013. Girls who are registered members in the 2012-2013 membership year and graduate high school or the equivalent during the year are eligible to become Lifetime members at the reduced cost of $156 until September 15, 2013.  The paper registration and check must be turned in by September 15, 2013.

 

Membership Cards

Q:         When will GSUSA IDs be assigned to members after they register? How can members get their numbers?

A:         The GSUSA ID number is assigned immediately upon registering in the online eBiz system. The new online system has the option for members to print their membership card that contains their GSUSA ID number. Click on My Account and Print Membership Card to see the card with the GSUSA ID. ID numbers also appear next to the member name on the Pay Orders screen when paying for membership.

 

Q:         Membership cards list the wrong expiration date.

A:         The card is reflecting the current year. It will show the correct expiration date when the new Girl Scout year begins.

 

Multilevel Troops and Groups

Q:         How does the online system handle multi-grade level troops and groups?

A:         When a troop leader updates her troop's Meeting Information in Troop Maintenance she designates the troop's grade level. Multi-grade is an option. Each girl's membership is designated by the grade level chosen on her individual membership order.

 

Q:         Will the GSUSA grade level requirement affect multi-level troops from reregistering?

A:         No, re-registration may be done by any troop in the system regardless of program level.

 

New Members to Troop

Q:         How will new members be added?

A:         New troop members can register online. Troop leaders who believe that girls are missing from their roster will email their Service Unit Registration Coordinator and submit a request to support@gsccc.org.

 

Q:         How can I add a girl to my troop?

A:         Once a parent registers a girl online, a leader can request move via support@gsccc.org.

 

Q:         On a registration form, it asks for number of years as a Girl Scout. When a new girl starts as a Daisy, should this number be "0" indicating previous years as a Girl Scout or "1" to indicate she will be a Girl Scout during the coming year?

A:         The number reflects the number of years completed so the first year a girl or adult ever registers the number of years in Girl Scouting will show as 0 years.

 

New Troops

Q:         May new troops that will be starting in the fall register during Early Bird?

A:         Absolutely. In fact, this is recommended.

 

Q:         How will new troops register during Early Bird?

 A:        The Service Unit Registration Coordinator should contact their council staff person to obtain a troop number. When the troop is active in the system the leader should ensure that the Troop Meeting information, including Pathway designation is completed. Each Service Unit Registration Coordinator will receive a listing of available Troop Numbers to distribute within the Service Units from the council data specialist.

 

Online Payment

Q:         If an adult signs on to the website to register but then never gives the dues to the troop leader how will that be tracked at the council level?

A:         To register online, immediate payment is required. If the volunteer is self-registering and paying they will pay with their own credit card.

 

Q:         Is my troop supposed to have a check or bank card?

A:         We suggest troops obtain a check card linked to their troop checking account so that the troop leader can sign up for adult learning courses as well as sign the troop up for events. If you are encountering problems in securing a card, please let your council staff person know so that we can determine the issue.

 

Q:         Can I use my personal credit card for troop transactions?

A:         Yes, you may use a personal credit card to pay for online troop transactions. However, this is discouraged.

 

Q.         What if we do not have a bank card, or the volunteer does not want to use their personal credit card for payment?

A.         We offer the following recommendation: The best practice is to direct the parents to the online registration site for them to renew their daughters or their registrations.  This would mean that they would use their personal credit card.

 

Parent Signatures

Q:        Is a parent/guardian signature required for online membership registration?

A:         No. The online purchase of a Girl Scout membership by a parent/guardian replaces the need for a signature*.  Troop leaders will keep the girl health form and the girl activity or trip permission slip form for parent permission to participate in Girl Scout activities.  These forms will continue to require the parent/guardian signature.

*In accordance with the Uniform Electronic Transactions Act, parents/guardians completing membership registrations on this website for their girl(s) are providing their consent to participate in Girl Scouts.

 

Q:         Does the troop leader still need to send the registration forms with the parent signatures?

 A:        Yes, if the troop leader re-registers the girls, they will need to submit the paper registrations with parent signature to Council through their Service Unit Registration Coordinator. However, parents are encouraged to register their girls online because their online payment serves as an electronic signature* and no paper form is needed.

*In accordance with the Uniform Electronic Transactions Act, parents/guardians completing membership registrations on the eBiz website for their girl(s) are providing their consent to for their daughter to participate in Girl Scouts.

 

Registering Individual Girls to a Troop

Q:         Will a parent have access to their daughter's account? Is there a way to link families in the system?

A:         A parent of a re-registering Girl Scout may go online to activate an account for her daughter using the girl's name and e-mail address. In terms of families, they will need to activate a separate account for every family member. If there is no e-mail listed, the leader may add an e-mail address in Troop Management so the parent may activate an account and register for membership. Girls over the age of 13 can use their email address, girls under the age of 13 must use the parent’s email address. This ensures compliance with COPPA.

 

Registering Troop  

Q:         How can I see the girls in my troop?

A:         You must be designated as the Troop Leader (01) to have access to the troop members’ information. Once you have logged into eBiz, click on the words Troop Management on the left side, which will take you to the troop management page. If you are the leader for more than one troop, you will see a drop down box that will display all your troop options. After you select the correct troop, you will have access to your troop meeting information and each current member in your troop to include girl and adult members. For more details on each member’s record, click on the member’s name to access their contact and/or guardian information.

 

Q:         Should troop leaders renew memberships through online troop management?

A:         It’s preferable for everyone that parents/guardians renew girl memberships online and adults renew their own membership online. An individual renewing their membership online is a one-step process. It’s green. It increases accuracy of spelling and contact information. It saves a leader time. It’s cost effective.

 

Q:         What happens to the Troop Management Hub roster after 9/29, 8:59 PM?

A:         Girls/adults who have not renewed their membership for the new membership year disappear from the roster. The roster will only include registered members for the current membership year. Girls will not re-appear until the parents or guardians go online and register their daughter(s).

 

Q:         I no longer see the girls in my troop. What happened? Some of the girls still need to register.

A:         The troop list only shows active members. At the end of the membership year, all members who have not renewed their membership registrations for the upcoming year no longer display on the troop roster screen. Online membership renewals must be completed before September 29th to prevent this from happening.

 

Q.         Some of my girls are missing. Where are they?

A.         If paper forms were submitted to the council office for registrations, it is possible that they may be in the queue for processing. Girls can only be registered with one troop at a time. If the “missing” girls were previously registered with another troop, contact your Service Unit Registration Coordinator to have the girls transferred to your troop.

 

Registration Forms

Q:         Now that there is an online system, does Girl Scouts of the Colonial Coast accept paper registration forms anymore?

A:         Paper registrations should ONLY be used in these instances:

  • When a girl requires full or partial financial assistance
  • Lifetime members, including registration of 12th graders at the discounted rate offered
  • Those with limited or no internet access.  Internet access will be made available at all council office locations.  Contact your local council staff person for details.
  • Those who are paying for membership registration with anything other than a credit or check card.

All other members are expected to register online.  Membership Registration forms can be found here.

 

Q:         How will we gather registration information if we are not using paper registration forms?

A:         It is recommended that the Troop Leader log in to the Troop Management Hub early and often to view their troop roster and updates.

 

Registration Status

Q:         When is a girl or adult considered to be "registered"?

A:         If re-registration is completed online, a girl or adult is considered registered immediately with GSUSA. New member registrations become active for the membership year in which they are registering.

 

Schools

Q:         My daughter’s school is not listed. How will new school codes be created?

A:         The online membership registration system contains a school listing generated from the National Center for Education Statistics (NCES) database. It appears as a drop down menu with a search field to find your school. The online system has a search function by school name to help complete the school question. If the school is not found, search for "Not Listed" and notify your Service Unit Registration Coordinator or contact support@gsccc.org so the school can be added and the girl's record updated.

 

Q:         Is there an option for girls being home schooled?

A:         Yes, the online system provides home school as an option.

 

Security

Q:         Will the registration process be password protected or can anyone log on and register?

A:         Anyone may create a profile, activate an account and register as a member. They will, however, only have access to their own information.

 

Q:         Who has the authority to sign on and complete registrations?

A:         A parent/guardian and a troop leader (01) are the only people that may complete online transactions on behalf of a girl.

 

Service Unit Registration Coordinator

Q:         Are Service Unit Registration Coordinators or other members of the service unit team going to have a special code so they can access troop and Service Unit records (like the 01 for a leader)?

A:         No, troop leaders with the 01 position are the only volunteers that currently have access to troop information in the online registration system.

 

Q:         Could the Service Unit Registration Coordinator be designated as the 01 for each Service Unit?

A:         Yes, the system will allow an individual to be set-up as an 01 and access the Troop Maintenance Hub to manage the members registered at the service unit level; lifetime members and individually registered girls not affiliated with a troop should contact your council staff person for assistance.

 

Q:         Are we looking to phase out the Service Unit Registration Coordinator? What is their role in the new system?

A:         No, Service Unit Registration Coordinators are vital to the success of the online membership registration system. In addition to enthusiastically promoting Early Bird and On Time registration, Service Unit Registration Coordinators serve as the local "expert" for troop leaders navigating the system. In addition, Service Unit Registration Coordinators are the liaison between the Service Unit and the Girl Scouts of the Colonial Coast staff team to help facilitate accurate registration data. The role will evolve over time but we do not foresee it being eliminated.

 

Q:         When will Service Unit Registration Coordinators receive their membership updates?

A:         A full report of girls and adults registered will be emailed automatically at least monthly to all Service Unit Registration Coordinators. Your council staff person receives the same report.  If Service Unit Registration Coordinators are not receiving this report or the report is not occurring in an adequate timeframe, please contact support@gsccc.org.

 

Q:         Will Service Unit Registration Coordinators be able to view troop rosters at any time or do they have to wait for their monthly rosters? What if they want to check in between the monthly e-mail? How would that work?

A:         Service Unit Registration Coordinators will not be able to look at troop rosters at any time. They will always get reports emailed monthly and can contact support@gsccc.org to increase this frequency.

 

Q:         The Service Unit Volunteer Support Team often ask the Service Unit Registration Coordinator for a listing of troops. Will the Service Unit Registration Coordintor be able to request troop reports as needed?

A:         The monthly membership report will be provided to Service Unit Registration Coordinators in Excel format. The Service Unit Team may determine its own distribution protocol. Service Unit Registration Coordinators can contact support@gsccc.org to increase this frequency.

 

Q:         Is grade level listed on the Service Unit Registration Coordinator roster, so that they will be able to sort by grade level?

A:         Yes, this information will be included in the rosters being sent.

 

Transfers

Q:         How will transfers be handled to ensure leaders of both troops know where the girl is registered?

A:         When a girl is registered to a troop her name will appear on that troop's roster.

 

Q:         What do I do about Early Bird registrations for girls that will have to be placed in new troops next year?

A:         You will contact your Service Unit Registration Coordinator to request the transfer, provide the name of the member along with the troop you are requesting they be moved from and to.

 

Q:         How will we handle girls who are currently registered with one troop but want to early bird into another one (especially in the case of bridging?)

A:         You will Early Bird the girls in their existing troops. Then you will contact your Service Unit Registration Coordinator to submit your transfer request. A Council Data Specialist will then transfer them to their new troop.

 

Q:         How do we register girls that are transferring from disbanding troops?

A:         You will Early Bird the girls in their existing troops. Then you will contact your Service Unit Registration Coordinator to submit your transfer request. A Council Data Specialist will then transfer them to their new troop.

 

Q:         Will the monthly Service Unit Registration Coordinator Roster have the changes/transfers on it highlighted? If not, is there a way to do this so that they are aware of what is different without having to compare it to the previous one every time?

A:         The monthly report will not highlight the changes. It is a snap shot of the database at the time it is run and does not track historical information.  The reports are in Excel format, therefore there are filter/sort options that will help facilitate tracking.

 

Troop Check Card

Q:         What is a Troop Check Card?

A:         A Troop Check card is a debit card that is linked to your troop bank account. You will use this card to pay for online troop transactions.

 

Troop Meeting Information

Q:         In the Troop Management Hub, leaders are prompted to enter troop meeting information. Why is this information gathered and how will it be used?

 A:        Troop meeting information is of value to the council and the Service Unit. We consider this information necessary so that we have the opportunity to generate reports with this information for troop organizers and other Service Unit team members moving forward.

 

Troop Numbers

Q:         How will new leaders be assigned troop numbers?

A:         The Service Unit Registration Coordinator will provide new leaders with new troop numbers.

 

Q:         May Service Unit Registration Coordinators use existing (and available) troop numbers to start new troops?

A:         A troop number should only be issued to a troop in coordination with your council staff person and the council data specialist. This will assure that no duplications occur and that the troop is actually set-up with the new leader in the online system.

 

Troop Placement

Q:         Do parents have the ability to register their daughters into a specific troop?

A:         If a girl is already in a troop, she may be re-registered to the same troop online. If the girl is new, the girl must be assigned to a troop by the Leader, Service Unit Registration Coordinator or a council staff person.

 

Q:         May girls register during Early Bird if troop leadership or placement is not yet confirmed for the next Girl Scout year?

A:         Absolutely. In fact, this is recommended.

 

Troop Roster

Q:         Will troop leaders be able to pull up a list of girls in their troop?

A:         Access to the Troop Management Hub is automatically provided to any adult with an 01, troop leader, position code in the troop. From the Hub, a troop leader may send e-mail, print a roster and register members.

 

Q:         Can the Troop Roster be sorted?

 A:        Yes.  On the screen the Troop Roster can be sorted by the column headers. The Print Roster option will always put the members in alphabetical order.

 

Q:        Is there a way for the Troop Roster to include the emergency contact/parent information for use by leaders when they are taking trips?

A:         The Troop Roster is a GSUSA formatted report so Girl Scouts of the Colonial Coast may not modify the current format.

 

Updates to Member Information

Q:         I have made changes to member’s information, but it isn’t showing up on the information screen or roster.

A:         Some information in the system takes 24 hours to update once it has been changed. If your changes still do not show after 24 hours, contact the Help Desk at support@gsccc.org.

Quick Links

Membership Registration Resources

Membership Registration Forms

Register Online

 

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