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Volunteer Systems

If you would like to log on to Volunteer Systems, click on the gold-colored MY GS above!

Imagine a world where girls and volunteers join Girl Scouts with ease and the process of becoming a troop leader is completed in a few days instead of weeks. This is a world where volunteers and families can find answers and receive support easily, in ways that best fit their individual schedules and lives, encouraging girls and volunteers to return year after year to an organization they love.

Can you imagine it? We can, too, and we’re ready to make it a reality!

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On April 1, 2017 Girl Scouts Heart of New Jersey officially joined Girl Scouts of the USA and councils across the nation in a new way of engaging and communicating with volunteers, families and girl members. The project is called Volunteer Systems and it’s all about improving the volunteer experience and making it easier for girls to get involved with Girl Scouts!

This new way of work focuses on aligning people, processes, and systems to effectively ensure that our membership, mission delivery, and service functions are providing our volunteers and Girl Scout families with a supportive, high-quality, consistent, and fun experience.

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Your Personal Invitation

Volunteers, registered adult members, and caregivers of registered girls are invited to explore Volunteer Systems through the MYGS link on the GSHNJ home page. Invitations were sent to the email used for registration from 'Member Community' (gsusacustomercare). This email will give you the details you need to create your new user profile. When accessing the community, we recommend using Firefox, Chrome, or Internet Explorer 9.0 or above.

Can’t find the email? Click on the MYGS link on the GSHNJ homepage and enter the email that you used to register for membership in the field for Username. Then choose 'Forgot your password?' and you'll receive an email so you can create a new one! If you are still having trouble, contact our Customer Care team at info@gshnj.org or at 908-518-4400 and we can help.

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Just for Leaders - the Volunteer Toolkit

The new online Volunteer Toolkit (VTK) will help troop volunteers get what they need, when they need it. Troop leaders at all levels will be able to plan out a troop year with dates, locations for troop activities, and it’s all accessible via computer or mobile device. Leaders can put details into the troop calendar and reference online national Girl Scout Resources as they plan. 

Daisy, Brownie, and Junior leaders will have even more tools at their fingertips including a push-button year plan that automatically builds out the perfect set of meetings for your age level. Each meeting is pre-filled with a sample agenda,  detailed instructions for each activity, resources like worksheets and game pages - even a list of supplies. Leaders can spend less time searching for ideas and more time with your family and your girls! Access to the Volunteer Toolkit is through the MY GS link on the GSHNJ homepage.

Below are links to some videos that will give you a glimpse into using the Volunteer Toolkit and what it has to offer.  

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The Opportunity Catalog

The Opportunity Catalog provides the ability for a family to search online for troops that are open to new girls by entering a zip code to find troops in their area, or by inputting a troop number to find a specific troop they are familiar with. Troops within the selected radius will display so families will have a lot of flexibility finding that perfect troop. Interested families can access the opportunity catalog by clicking on any 'Join Now' link on our gshnj.org website. Troops with fewer than 10 girls will automatically display in the opportunity catalog so a troop of 8 girls will display with two openings.  Leaders who would like to learn more about the opportunity catalog including changes to how the troop displays can contact our Customer Care team or your Membership Specialist at 908-518-4400 or info@gshnj.org.  We can help you make the right adjustment for your unique situation.

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Training & Tutorials

Volunteer Systems is simple to use but we want you to be as comfortable as possible so you can take full advantage of all it has to offer. Volunteer Systems is now being merged into Basic Leader Training, Level Training, and Service Team Role Training. In addition we are featuring Volunteer Systems as we kick off our 'Be Prepared' series of short, topic-specific webinars designed to give you the knowledge you need when you need it most. You can find the links to register for one of these sessions on our Programs & Events calendar. If your schedule is just too jam-packed to join one of these live webinars, don’t worry—we’ll post a recorded version (minus the Q&A period) in the Volunteer Resources section of our website so you can access it any time after April 10th.

If you are a ‘self study’ kind of person who likes to learn on your own time, you should keep an eye on this section of the website! In the coming weeks, we will be posting “How To” guides to help you through some of the most common activities when using Volunteer Systems for troop and family management as well as the Volunteer Toolkit.

Be Prepared: Getting Set Up in Volunteer Systems (Webinar) (PDF)

Be Prepared: Year Planning with the Volunteer Toolkit (Webinar) (PDF)

How to Start or Renew a Background Check

How to Join Girl Scouts

How to Become a New Volunteer or Troop Leader

How Families Use Volunteer Systems

How Leaders Use Volunteer Systems

How to Manage a Troop Transfer

Keep watching our monthly eNewsletter 'Happenings From the Heart' as well as email and Facebook for the latest updates. Leaders can get an overview of why we are moving to Volunteer Systems and how it fits into running a troop by checking out the recording of Volunteer Systems Information Session for Troop Leaders Webinar posted at the link below. This 30-minute pre-recorded webinar will provide Troop Leaders with basic information about moving to Volunteer Systems and the features of the Volunteer Toolkit as it applies to their grade level.

Volunteer Systems for Leaders Recorded Webinar (To view the full video, please download.)

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Frequently Asked Questions

In the lists below you'll find answers to some of the most common questions about Volunteer Systems. We will continue to update these as we get more experience supporting you - our volunteers and troop families.  If you need assistance and can't find an answer here, please reach out to our Customer Care team at info@gshnj.org or by calling (908) 518-4400.

Just the basics, please!
What is Volunteer Systems?

Volunteer Systems is the online web-based computer system that GSNHJ and other councils across the USA will now be using for membership management and to provide some great new tools to troop leaders. Volunteer Systems is an initiative led by Girl Scouts USA to improve the support given to our local volunteers so that together we are able to serve more girls. Girl Scout councils nationwide will be unified on a single technology platform that will provide improved workflow for our staff, a more intuitive and welcoming experience for Girl Scout families, and access to Volunteer Toolkit: a useful set of meeting planning tools for troop leaders.

What are the benefits of using Volunteer Systems for troop leaders?

1 - Leaders will have a better online tool to support troop management: from easier re-registration, to seeing your adult helper’s background check status, to being able to add new scouts to your own troop.

2 – Leaders can create an online troop calendar that you can share with your troop families so they are always up-to-date with what you are planning and can help their scout prepare for meetings and events. 

3 – You can refernce helpful GSUSA resources no matter what level your girls are.  Daisy, Brownie, and Junior leaders will have even more support with automated year plans that bring badge and Journey leader materials right into their year plan.

4 - Improvements in processes for council staff will speed up activities that are now mostly manual, and all inquiries will be logged and tracked so your issues are handled quickly and you get the support you need.

5 – If you are interested in having more girls join your troop, you are in luck because new girls can easily find troops with openings via the Opportunity Catalog.  Look at the section below on the Opportunity Catalog for more information.

6 – Troop leaders can make sure that their troop’s adult positions are filled by pointing current parents or prospective volunteers to the Volunteer Jobs Catalog where they can see a description of each role, and sign up to help right away.

What are the benefits of using Volunteer Systems for caregivers?

1 – Your Family tab is used to update your contact information or that of your scout – for instance if your email changes.

2 – Re-registering is easy and leaders and parents can re-register at any time. IMPORTANT: If scouts don’t re-register by the end of the membership year (September 30th) her spot in the troop will be made available to new girls who are looking for troops, so please encourage on-time re-registration!

3 – You can see the troop calendar online through the Volunteer Toolkit so you will be able to follow along with the dates, locations, and details of troop meetings as well as events, and activities your troop is participating in.  You can also see your scout’s attendance and accomplishments, so you can make sure she stays on track with badge and Journey requirements.

Why are GSUSA and GSHNJ doing this?

As a volunteer-driven organization, Girl Scouts recognized that the processes around finding a new troop, and becoming a volunteer were too complex and confusing, and were contributing to a decline in new members. Volunteer Systems will make joining Girl Scouts and becoming a Girl Scout volunteer easier, which will in turn provide more opportunities for the girls we want to serve.

Where can I learn more about these new tools?

Right here on this webpage! Here you will find links to recorded webinars where you can see demonstrations of these new tools. Training will also be available, so check the Programs and Events calendar accessible from www.gshnj.org.

I have more questions, how can I get help?

Contact our Customer Care team by email at info@gshnj.org or by phone at 908-518-4400. Our hours are Monday and Tuesday from 9am-5pm, Wednesday and Thursday from 9am-7pm, and Fridays from 9am-3pm and we are committed to responding to your call within one business day.

Why do we have three systems?

Volunteer Systems has wonderful capabilities that help our Girl Scout families with managing their memberships, and help troop leaders plan out troop meetings, and manage their troop. At some point in the future, we expect Volunteer Systems to activate a module for our many programs, training classes, and events that we host, however as of now this module is not available. Similarly, a camp module of Volunteer Systems is in the planning, but is not yet ready for full-scale use. For now, Girl Scouts Heart of New Jersey will remain with Volunteer Systems for troop management and membership, CAMPWISE for camp registration, and eBiz for programs including training classes.

How do I logon to Volunteer Systems?
How do I get access to Volunteer Systems?

You will notice a new ‘MyGS’ option on the home page of the GSHNJ website. That link is your entry into the world of Volunteer Systems!

If you and/or your daughter are a registered member of Girl Scouts you will have received an email from GSUSA with information that will help you setup your account.  If you have not received an email please check your SPAM folder, or other emails you may have used for registration, or contact our Customer Care team for help.

I didn't get an email with logon information!

You need to be a current member of Girl Scouts to get the email – either as a registered adult, or as the caregiver of a registered girl. If you are a registered member or have a registered girl and do not see the email, please check your SPAM folder for a message from GSUSA.  If you are still having trouble, contact our Customer Care team at info@gshnj.org or 908-518-4400 to get help.  If you are new to Girl Scouts, you can get started by clicking on ‘Join Now’ or ‘Volunteer Now’ from any of the links on our website.

I forgot my password, what do I do?

Your user ID is the email address you initially used for registration in eBiz.  You can reset your password in the system by choosing ‘MyGS’ from the home page of the gshnj.org website, and selecting “Forgot my Password." If you are still having trouble, contact our Customer Care team at info@gshnj.org or 908-518-4400 to get help.

I'd like to change my password, how do I do that?

When you log on to MyGS you’ll be able to choose between the Volunteer Toolkit and the Member Profile. Choose Member Profile and you’ll see a tab called Change Password at the top of your screen.

I have more questions, how can I get help?

Contact our Customer Care team by email at info@gshnj.org or by phone at 908-518-4400. Our hours are Monday and Tuesday from 9am-5pm, Wednesday and Thursday from 9am-7pm, and Fridays from 9am-3pm and we are committed to responding to your call within one business day.

I'm a Leader - how will I use Volunteer Systems?
Will I use Volunteer Systems to manage our troop?

YES. Leaders will use Volunteer Systems to update your troop members’ information, to re-register the girls and adults in your troop, to add new girl or adult members, to view which troop helper jobs – like Cookie Manager – are being taken by which parents, and to monitor the background check status of your volunteer parents. 

Will eBiz still be around?

YES, the eBiz Program Registration Portal is where you register for girl and adult programs, events, and trainings.

Can I register for camp in Volunteer Systems?

NO. You will continue to register for camp using our CAMPWISE system. You can access camp registration by clicking on CAMP from the www.gshnj.org homepage and choosing Summer Camp from the left menu.

Will I use the same logon ID for both eBiz and Volunteer Systems?

Your eBiz account ID and password will not change.  Your Volunteer Systems account ID is the email you used to register yourself or your scout and a new password that you will create.   HINT: You can make your eBiz account ID and password match your Volunteer Systems ID and password – here are the steps:

1 – logon to eBiz and click on your account name at the top of the screen,

2 - just below the search field on the right side of that screen is a link to ‘Update Web Logon Information’, choose this and follow the instructions to change your eBiz logon information. 

One of my scouts can’t meet any longer at the best time for the rest of our troop, but she wants to stay in Girl Scouts. Can she move to a new troop?

YES, however, troop movement after registration is still a council staff-supported activity. Parents can go to their 'Family Profile' page in Volunteer Systems and click on the EDIT link next to their scout's name. This will bring you to the Opportunity Catalog where you can search for other troops that have openings nearby.  If you find one that is a good fit, select it!  Temporarily the scout will be in both troop rosters, so please make sure to contact your Membership Specialist so we can remove her from her initial troop.

Can a leader remove a girl from her roster?

No, leaders cannot remove a girl from the troop roster. Contact Customer Care and ask to have a girl made inactive.

I ask all of my caregivers to get involved, how does the system support that?

Caregivers who are fulfilling the adult/girl ratio for your level, driving girls, or staying overnight with the girls must be background checked. Ask your caregivers to add the ‘Support Volunteer’ role to their name in their family tab and the background check process is activated.

Can I as a leader assign roles to my caregivers?

Yes! You can access all registered adults by looking in your MEMBER PROFILE and in the TROOPS tab. Click on the ADD link next to the adult’s name, and the search field for the Volunteer Jobs Catalog will be defaulted to your troop. Find the job you want, click on the checkbox in the first column of the jobs list, and that job will move up to the selected jobs list. Hit NEXT and that job will be linked to that adult.

How can I as a leader update my troop information?

At any time, you can change the day, time, and frequency of your meetings and the private name and address of your meeting location on the ‘Troops’ tab in your My GS Community/Member Profile. If you’d like to change the troop description that displays in the Opportunity Catalog to no longer be generic for your GS Level, the school grade levels of girls in your troop, the GS Level that you identify with or ‘multi-level’, or the troop meeting location that is public-facing in the Opportunity Catalog you will use the Troop Information Update Form located under “FORMS” on the gshnj.org website.

To discuss changes relating to how your troop displays in the Opportunity Catalog such as changing your troop size, please contact Customer Care at info@gshnj.org or by calling 908-518-4400 and we will connect you with a staff member who can discuss the changes with you.

How does my troop move to the next level in Volunteer Systems?

All scouts will ‘age up’ to their next school grade level on or about July 1st. In addition, all troops who are reporting as one school grade level will age up one grade, and will also level up to the next scouting level if the troop is at a bridging year – for example a 1st grade Daisy troop will become a 2nd grade Brownie troop.

Troops reporting as >1 grade level are considered multi-level and will have to be aged and leveled-up manually by staff over the summer.
Troop descriptions have to be ‘manually’ updated for the correct level description. Leaders can see this on their Troop tab under VIEW/EDIT Troop Details and this can be seen in the Opportunity Catalog.

Can a troop leader re-register her whole troop?

YES! As long as the troop is able to pay with a credit card.  As a troop leader, you can access your Member Profile/Troops tab. Just a few clicks will renew your girls and adult members. 

It is highly recommended that you never choose “DO NOT RENEW” for another person unless you are 100% sure that they will not be continuing in Girl Scouts. The better choice is “I’ll decide later”.  Choosing ‘Do Not Renew’ causes their whole account to be suspended.

The ADULT MEMBERSHIP renewal is the most important one!  Make sure that you renew the troop ADULT memberships AND their troop job – they will be listed onscreen with your adults so just select “RENEW”!

I have more questions, how can I get help?

Contact our Customer Care team by email at info@gshnj.org or by phone at 908-518-4400. Our hours are Monday and Tuesday from 9am-5pm, Wednesday and Thursday from 9am-7pm, and Fridays from 9am-3pm and we are committed to responding to your call within one business day.

Tell me about the Volunteer Toolkit!
What is the Volunteer Toolkit?

Volunteer Tookit (VTK) is a web application accessible from the MyGS community for Leaders to use when creating their troop’s annual calendar.  Daisy, Brownie, and Junior Leaders can use pre-configured meeting plans to get started and Cadette, Senior, and Ambassador Leaders can create custom year plans - all of which can be shared online with troop families.  Leaders can schedule their meetings by entering the time, date, and location of each meeting and can also use the Volunteer Toolkit to track attendance and the badge or journey accomplishments of the girls. 

Why don't all levels have Leader materials?

GSUSA wanted to focus first on making sure our newest leaders had the support they needed to get their troops off the ground.  Two journey series are available as of now – the ‘It’s your Planet, Love It!’ and ‘It’s your Story, Tell It!’. This includes: ‘Between Earth and Sky’ & ‘5 Flowers, 4 Stories, 3 Cheers for Animals!’ for Daisies, ‘WOW! Wonders of Water’ and ‘A World of Girls’ for Brownies, and for Juniors ‘Get Moving!’ and ‘aMUSE’.  Older troops can still use the calendaring tools and gain online access to national GSUSA resources!

How can I learn more about the Volunteer Toolkit?

There are some great informational videos on our website to supplement these FAQs and there's even a 'How To' guide for Leaders. Training on Volunteer Systems will be incorporated into the existing Leader and Service Team training courses and more training is in development!  Visit the Program & Events calendar on this website for more opportunities to learn about what Volunteer Systems has to offer.

Will caregivers be able to see the meeting plans and events from the Troop Schedule?

Yes! Caregivers will be able to see the troop calendar. Leaders should encourage caregivers to login on a regular basis in order to see the meeting scheduled and planned troop activities.  Troop leaders can also use the Volunteer Toolkit to send individual and/or specific meeting reminder emails.

I'm a Cadette Leader - how do I use the Toolkit?

Older grade leaders will kick off their custom year plan by selecting one meeting from the Junior curriculum to get started.  We suggest bringing the introductory Junior meeting in as your first meeting – it contains basic “getting started” material that you may find helpful even with older girls. From here you can continue to build your custom year plan. GSUSA is working on a way to make this simpler, which should be available soon.  Older grade level leaders have full access to all the other administrative features of VTK, such as Troop Tab (roster) and searching the resources tab for national volunteer resources.

There are two parent emails in one of my girl’s family, but only the mom is getting my emails from VTK, why?

In order to build your year plan for the coming membership year, you need three things: to renew your membership for the coming year for both your Adult Membership and your Troop Leader role, and to have a valid background check.  Remember that background checks expire every three years! If you renew as a troop leader and your background check was due you’ll receive an email from the background check vendor so be on the lookout for that. Once your membership and roles are renewed, and your background check is cleared, you’ll be able to start your year plan! You can see your prior year plans too.

Only the head of household (the first email in the Family Management tab) will get the automatic email from the Volunteer Toolkit.

When will Cadettes, Seniors, and Ambassadors get online badges and journeys?

As of now we know that in 2018 GSUSA plans to release Journeys and badges for Cadettes, Seniors, and Ambassadors – specifically on the topics above. The other journeys and badges have not yet been specifically confirmed.

How do I get access to the new Year Plan in the VTK?

Every year on or around July 1st troops reporting as one school grade level will age up, and level-up if the troop is at a bridging transition – for example a 1st grade Daisy troop will become a 2nd grade Brownie Troop. Leaders will see a new button on the year plan to view their last year plan and can start using their next level Year Plan right away.  Troops who are reporting as >1 grade level will have to be manually managed and this will happen throughout the summer.

How do I access the new year plan for my troop?

In order to build your year plan for the coming membership year, you need three things: to renew your membership for the coming year for your Adult Membership, to renew your role as a Troop Leader, and to have a valid background check. Remember that background checks expire every three years! If you renew as a troop leader and your background check was due you’ll receive an email from the background check vendor so be on the lookout for that. Once your membership and roles are renewed, and your background check is cleared, you’ll be able to start your year plan.  You can see your prior year plans too!

I have more questions, how can I get help?

Contact our Customer Care team by email at info@gshnj.org or by phone at 908-518-4400. Our hours are Monday and Tuesday from 9am-5pm, Wednesday and Thursday from 9am-7pm, and Fridays from 9am-3pm and we are committed to responding to your call within one business day.

What is the opportunity catalog and how does it work?
What is the Opportunity Catalog?

The Opportunity Catalog provides the ability for a family to search online for troops that are open to new girls by entering a zip code to find troops in their area, or by inputting a troop number to find a specific troop they are familiar with. Troops within the selected radius will display so families will have a lot of flexibility finding that perfect troop. Interested families can access the opportunity catalog by clicking on any 'Join Now' link on our gshnj.org website.

How does the Opportunity Catalog "know" our troop has openings?

Troops with fewer than 10 registered scouts will display in the catalog with openings; for example, if a troop has 8 registered scouts, the troop will be listed with 2 openings. Troops with 10 or more girls will not be displayed unless a request is made to increase troop size. Leaders who would like to learn more about the Opportunity Catalog including adjusting their troop size should contact our Customer Care team or your Membership Specialist at 908-518-4400 or info@gshnj.org and we can help you make the right adjustment for your unique situation. 

Are there troop size requirements?

No. The average troop size in our council is 10 girls and the most common troop size is 11. We recommend a troop size of 10 because we believe this size will provide the girls with a rich and diverse troop experience. Although there is no troop maximum, leaders should ensure that there are enough registered adults to maintain the safety ratios for your grade level(s).

How will I know if a new girl has joined?

New families who click on the ‘Join Now’ link on the GSHNJ website will be asked to enter basic contact information and will then be able to search a listing of troops at their child’s grade level that have openings, this listing is called the Opportunity Catalog. Caregivers can search by troop number or by zip code radius. When a troop is selected, the leaders will receive an email with the family contact information so you can welcome them with more detailed troop information!

What if I don't know the new girl or volunteer who joins my troop?

Since the system is location based, we expect that most caregivers will enroll their daughter in the area or school that she attends. Because caregivers will select troops whose meeting dates and times fit their schedules, our hope is that more caregivers will also choose to volunteer. We encourage your troop to be inclusive, and anticipate the wonderful friendships you will make with these new girls and volunteers.

Our troop has certain requirements. What if the new girl or her family can't meet them?

When a new member joins your troop, take it as an opportunity for everyone to decide if it will be a good fit. Please explain any requirements you may have – for example, if all caregivers must take a volunteer role. Please contact your Membership Specialist if you have concerns that your troop will not be the right fit for any reason and they can help you.

We want MORE girls - how can we be displayed if we already have 10?

Contact the Customer Care team at GSHNJ by emailing info@gshnj.org or calling 908-518-4400 and let them know you would like to increase your target troop size. They can help you!

What information will a troop listing include?

This is how a troop displays in the Opportunity Catalog.

Clicking on a troop number will display a short description about your troop.  All troops are initially listed with a generic statement relevant to their Girl Scouting level as below:

Daisy Troops

Becoming a Daisy is the first step into Girl Scouting, where girls become go-getters, innovators, risk takers, and leaders.  They build courage, confidence and character while making the world a better place. Daisies learn more about themselves and their communities, make new friends, and embrace the Girl Scout Promise and Law. Daisy troops are open to kindergarten and first graders.

Brownie Troops

Becoming a Brownie is all about expanding horizons and building relationships. While earning badges, Brownies are encouraged to explore new ideas and try new things as they build the courage, confidence, and character to take the lead like a Girl Scout. Brownie troops are open to second and third graders.

Junior Troops

As Junior Girl Scouts, girls discover their voices and learn to effect change. Juniors gain skills that encourage them to make a difference in their communities, share stories with new friends, try new experiences and earn badges, all while building the courage, confidence and character to become go-getters, innovators, risk takers, and leaders.  Junior troops are open to fourth and fifth graders.

Cadette Troops

Girl Scout Cadettes meet new people, address and tackle community issues, explore earn badges, and make choices that can change them and the world.  Learn what it takes to make the world a better place by becoming a go-getter, innovator, risk taker, and leader. Cadette troops are open to sixth, seventh, and eighth graders.

Senior Troops

Girl Scout Seniors know how to make the world a better place and are poised to explore more of the world than ever before.  They shape the world around them by seeking out challenges and applying their skills to make a difference. Seniors are encouraged to advocate for what they want, use critical thinking skills to effect change, have fun nurturing networks and friendships, and embody what it is to lead like a Girl Scout. Senior troops are open to ninth and tenth graders.

Ambassador Troops

Ambassadors use their relationship building and leadership skills to cultivate strong community connections, pursue their goals, effect change and take action to make the world a better place. These young women are the definition of go-getters, innovators, risk takers, and leaders. Ambassador troops are open to eleventh and twelfth graders.

Multi-Level Troops

Becoming a Girl Scout is the start of an amazing journey, where girls build courage, confidence and character while making the world a better place. In a multi-level troop girls learn about becoming a go-getter, innovator, risk taker and leader in their communities, all while making new friends and embracing the Girl Scout Promise and Law. Multi-level troops allow for fun, creative and educational interactions between girls of multiple grades.

How do I update my troop meeting time for the Opportunity Catalog?

At any time, Leaders can change the day, time, and frequency of your meetings on the Troop tab in your Membership profile.  

I have more questions, how can I get help?

Contact our Customer Care team by email at info@gshnj.org or by phone at 908-518-4400.  Our hours are Monday and Tuesday from 9am-5pm, Wednesday and Thursday from 9am-7pm, and Fridays from 9am-3pm and we are committed to responding to your call within one business day.

Is there anything different about re-registration?
Will re-registration change?

Re-registration after April 1st will be completed in Volunteer Systems instead of in eBiz. Caregivers can re-register their Girl Scout via their own logon to MyGS or a troop leader can use a credit card to re-register the entire troop – girls and adults.

What if scouts don't renew by September 30th?

Girls can be re-registered at any time, by a caregiver or a leader. On October 1st any girl who has not re-registered will not be considered a member of the troop. It's important to note that if this causes a troop to fall below 10 girls, the troop may display in the opportunity catalog. Although there is no troop maximum, you may want to maintain your troop at a certain size, so please encourage your existing members to re-register on time!  For more information on the opportunity catalog, click on the opportunity catalog FAQ.

Can a troop leader re-register her whole troop?

YES! As long as the troop is able to pay with a credit card.  As a troop leader, you can access your Member Profile/Troops tab. Just a few clicks will renew your girls and adult members.  

How will girls who receive scholarships re-register?

The family will initiate the online process and at the “payment” page they will choose “financial aid” as the payment method. This will trigger an email from our team at council with the financial aid application package that they will need to submit, just as they do today. A girl who applies for financial aid will have her spot in that troop held for 30 days to allow time for the paperwork to be processed.

Is the background check process any different?

A little! Background checks are still due every 3 years but there are two major improvements in the process. First, if a new parent joins and takes on a role like Troop Cookie Manager or Support Parent the background check process will be automatically initiated.  Second, when an adult member has a role that requires a background check the system will automatically trigger a renewal if the background check is overdue when they re-register.  If you believe there is an issue with one of your troop volunteer's background check status, don't hesitate to have them contact Customer Care at info@gshnj.org or by phone at (908) 518-4400.

How will families use Volunteer Systems?
Why will I use Volunteer Systems?

Volunteer Systems is great for scout families in important ways:

1 – Your Family tab is used to update your contact information or that of your scout – like if your email changes!

2 – Re-registering is easy and you can re-register at any time.

IMPORTANT: If you don’t re-register your scout by the end of the scouting year (September 30th) her spot in the troop will be available to other girls – so please register on time!

3 – You can see the troop calendar online through the Volunteer Toolkit so you will be able to follow along with the dates, locations, and details of troop meetings as well as events, and activities your troop is participating in. You can also see your scout’s attendance and accomplishments, so you can make sure she stays on track with badge and Journey requirements.

Will eBiz still be around?

YES - but it will have less functionality. eBiz will be used to sign your scout up for programs, events and girl and adult training workshops – important, for example, if your scout is working on a high award or you are the First Aid/CPR volunteer.

Will I use the same logon ID for both eBiz and Volunteer Systems?

Initially, your eBiz account ID and password will stay what is was, and your Volunteer Systems account ID will be the email you registered yourself or your daughter with, and a new password you will create. 

You can make your eBiz account ID and password match your Volunteer Systems ID and password if you like – here are the steps:

1 – logon to eBiz and click on your account name at the top of the screen

2 - just below the search field on the right side of that screen is a link to ‘Update Web Logon Information’, choose this and follow the instructions to change your eBiz logon information.

Do I sign up for summer camp in Volunteer Systems or eBiz?

Volunteer Systems and eBiz do not have camp membership tools, so for now, CAMPWISE (gshnj.org/camp) is still the way we’ll register girls for summer camp!

I want to help out with both of my daughters troops – how can I find out what my girls’ leaders need help with?

Thank you! We're sure your leaders will be very grateful to have your help. First, you need to be a member of GS to be an official volunteer – this covers you for insurance purposes and includes you on all of the communications you need to stay in touch with what’s going on in GS! Once you are a member, you can look in your MEMBERSHIP PROFILE page on your MEMBERSHIP tab for your name – and under your name you’ll see a link that says ADD ROLE. When you click that link you’ll be able to see a search screen where you can enter in first one girl’s troop to see what jobs might interest you and choose one by clicking the checkbox next to that job in the far left column. Then you can search for the other troop and do the same. Hit NEXT and you are now the helper for both troops! If you aren’t sure about the jobs, touch base first with your leaders to see what they think!

We chose UNSURE and we paid for a membership but didn’t get a confirmation, why is that?

Until you are happily placed in a troop you aren’t considered complete in our eyes! We want to find you a great troop situation before an automated confirmation is sent to you but if you need evidence of your membership for other reasons just call our Customer Care team to ask for documentation or someone will be reaching out in a few days to help you find a troop so don’t worry!

My scout’s information is not correct in Volunteer Systems, we moved, and now her grade in school and the name of her school aren’t correct!

Caregivers will need to help us make sure we have the right information about your family so we are providing the best support to you and to your scout. You can update most of your family information yourself by looking at your FAMILY PROFILE tab. You won’t be able to change your scout’s grade level however but our Customer Care team can help and if you let us know we’ll fix it.

I have more questions, how can I get help?

Contact our Customer Care team by email at info@gshnj.org or by phone at 908-518-4400. Our hours are Monday and Tuesday from 9am-5pm, Wednesday and Thursday from 9am-7pm, and Fridays from 9am-3pm and we are committed to responding to your call within one business day.

 

We are excited about the potential of Volunteer Systems to make being a part of Girl Scouts easier for Volunteers, and more welcoming for the many girls who deserve the opportunity to make the world a better place by being a G.I.R.L.—a Go-Getter, Innovator, Risk-taker, and Leader™. As with anything new, we are sure there will be things to learn and ways we will grow, and we look forward to working together for the future of our girls!

 

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