Volunteer Systems Project
What’s the buzz all about? So, you’ve been hearing a lot about “the new system” “CEI” or “The Opportunity Catalog,” and maybe you’re wondering what it’s all about. Well, you may recall that GSHH has been working really hard, along with councils around the country, to improve the way we do business.
- Improve customer experience
- Decrease volunteer time and effort
- Increase new members
- Increase retention of existing members
- Increase business efficiency
It’s about all of us. The Customer Engagement Initiative (CEI) utilizes Salesforce technology, a pretty big cloud based company with a lot of resources for membership registration and customer support. CEI involves the implementation of our new website that features the same powerful Girl Scout branding used throughout the country – but with the local content and resources you need; an amazing, user-friendly Volunteer Toolkit (VTK) that is designed to help K-5 troops communicate, plan and stay organized; a whole new Customer Care staff team that is prepared to answer almost all of your questions on the spot; and the Opportunity Catalog within CEI simplifies the process for girls and adults to find troops and volunteer opportunities in their community! These changes impact everything we do and every one of us through newly aligned people, processes, and systems.
Opportunity Catalog FAQ
What is the Opportunity Catalog?
The Opportunity Catalog in an online listing of opportunities for girl and adult members.
It’s a lot like shopping online, something we’ve all done at some point, right? The Opportunity Catalog makes it easier for parents and caregivers to search for troop openings by zip code. It also makes it easier for troop leaders to advertise ways for family members to get involved in their troop. Troop leaders using the catalog will receive an instant email notification (with contact information) when a new member joins the troop or a parent or caregiver expresses interest in volunteering.
How does the Opportunity Catalog work?
The Opportunity Catalog is easy to use!
First we determine the number of spots open in the troop or “girl vacancies.” So, let’s say a troop’s desired number of girls is 14, and currently there are 10 girls in the troop. That means there are 4 girl vacancies in the troop. Those four girl vacancies go on the Opportunity Catalog so that a parent or caregiver who is looking for a troop can see that there is space in the troop and can then select that vacancy online in the Opportunity Catalog.
How do I know if a new girl joins my troop?
Great question! When a new girl joins a troop, the leader will get an email notification.
This email will prompt the leader to reach out and welcome the new Girl Scout to the troop. This connection is really important because it’s warm, and friendly, and gives the leader an opportunity to share important next steps, including meeting dates, times and location.
How do I add a girl to my troop?
The process will walk them right though becoming a member, completing the background check (for volunteers), and selecting the appropriate troop and/or volunteer opportunity. To make it easy for them to find your troop on the Opportunity Catalog make sure they have the troop number (all 5 digits; add zeros in front if necessary), you might also mention that there is no space between the letters and numbers when they are looking for the troop (Ex: Troop12345). As long as there are vacancies in the troop, the new members will find them in the Opportunity Catalog and can easily join.
What information will be included in my Opportunity Catalog listing?
Since girls and volunteers will be looking for troops in their areas, the listing will include when and where your troop meets, the troop number and troop age/grade level. We never list the exact location of a troop meeting, but do give a general sense of the location to help families select a troop that works best for their schedules and locations. If you meet at a person’s house or other private location, you may choose to identify a nearby intersection or landmark. You can also write a troop description, which allows you to share the interests and passions of your troop (such as camp or community service projects) so that girls with common interests can join! Pretty cool, right?
What if I don’t know the new girl who joins our troop? What about new volunteers?
Oh yeah, this is a perhaps the best part – you know, make new friends, and all that!
Since the system is searchable by zip code, we expect that most parents will enroll their daughter in the area where they live or near the school she attends. Because parents will select troops whose meeting dates and times fit their schedules, our hope is that more parents will also choose to volunteer. For new volunteers that are not parents, they have already gone through the background screening process. We also encourage you to reach out to the new volunteer to discuss his or her new role before the first meeting.
Please let your Membership and Volunteer Services Manager know if you have specific concerns.
What happens if girls don’t renew by September 30?
Renewal is an important annual task that needs to be completed in the spring, preferably in April. Please consider renewing girls who are undecided. Oftentimes, girls will return after a busy fall season of extracurricular activities.
If any of the existing members do not renew by September 30, their spots will be opened up to anyone looking for a troop in your area. For example: if the troops desired number of girls is 12, and the troop has 12 but 2 girls don’t renew before 10/1, then the troop will have 2 girl vacancies on the Opportunity Catalog beginning October 1. If those 2 spots are taken and the 2 original girls decide to renew, they will bring the total number of girls to 14, even if the current max is listed at 12.
Please encourage your girls to complete their registration before other girls fill their spots. If lapsed girls return after October 1, they may overfill the troop. Here’s the solution… don’t let any members lapse!
Why 12 girls?
In supporting the mission of Girl Scouting, we want ALL girls who want to participate to have an opportunity to experience the power of girls together. 12 is an ideal number for multiple reasons:
- Ideal for group activities, learning, and group dynamics
- Helps with natural ebb and flow of attendance at troop meetings
- Group can be broken into small groups based on girls' likes and interests and/or skill level
- More girls means more adults that can support the troop and share responsibilities
- More girls means more fun!
Have a question that hasn’t been answered here? We’re happy to help! Contact us at 855.232.4744 or firstname.lastname@example.org for more information. Thank you!