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Service Unit Resources

Thank you for taking on a volunteer leadership role at the service unit level. Your contribution ultimately makes a big difference in the lives of other Girl Scouts. We know that you may need certain resources in order to get the job done.  You can do it, and we are here to help!

We've launched a virtual file drawer of documents, guides, and information that will assist you as a Service Unit leader! We're starting small, but this section will be constantly updated as new and relevant materials are available. Have ideas about what should be included here? Please let us know!

 

  Archived Issues of The GSCTX Insider
2021 Issues
2020 Issues

 

  Recruitment and Registration Resources

All recruitment resources, as well as branding information, official logos, fonts, and flyers can be found on the Volunteer Marketing Resources page.

Our Renewal page has lots of information to assist current members with re-registration, including step-by-step instructions.
 

  Service Unit Position Descriptions
Service Unit Director

Position Summary: This position will develop, promote, manage, and maintain Girl Scouting in a designated geographical area. In partnership with Girl Scouts of Central Texas (GSCTX) Membership staff, the Service Unit Director provides support to volunteers and aids in meeting Service Unit specific goals and making a difference in the lives of Girl Scouts in their community.

Click here for the complete position description.

Service Unit Registrar

Position Summary: This position is responsible for ensuring that girls and adults have opportunities to participate in the Girl Scout Leadership Experience by coordinating recruitment events, organizing/forming troops, and assisting with girl placement in a designated geographical area. In partnership with Girl Scouts of Central Texas (GSCTX) Membership staff, the Service Unit Registrar provides support to volunteers and aids in meeting Service Unit specific goals and making a difference in the lives of Girl Scouts in their community.

Click here for the complete position description.

Service Unit Treasurer

Position Summary: This position is responsible for maintaining accurate financial records of the service unit and oversee compliance of Girl Scouts of Central Texas (GSCTX) financial procedures of troops within a designated geographical area. In partnership with GSCTX Membership staff, the Service Unit Treasurer provides support to volunteers and aids in meeting Service Unit specific goals and making a difference in the lives of Girl Scouts in their community.

Click here for the complete position description.

Service Unit Event Director

Position Summary: This position is responsible for managing Service Unit Event Coordinators and leading the organization of events for girls and adults within a designated geographical area. In partnership with the service unit team, the Service Unit Event Director provides support to volunteers and aids in meeting Service Unit specific goals and making a difference in the lives of Girl Scouts in their community.

Click here for the complete position description.

Service Unit Fall Product Manager

Position Summary: This position is responsible for ensuring the opportunity for individual growth and enrichment of girls through participation in the Fall Product Program, and to support Troop Fall Product Coordinators within a designated geographical area. In partnership with the service unit team, the Service Unit Fall Product Managers provides support to volunteers and aids in meeting Service Unit specific goals and making a difference in the lives of Girl Scouts in their community.

Click here for the complete position description.

Service Unit Cookie Manager

Position Summary: This position is responsible for supporting and communicating important information to the Troop Cookie Coordinators, distributing product to troops, and oversee Cookie Booths (if no Cookie Booth Manager exists on the team) within a designated geographical area. In partnership with the service unit team, the Service Unit Cookie Manager provides support to volunteers and aids in meeting Service Unit specific goals and making a difference in the lives of Girl Scouts in their community.

Click here for the complete position description.

Service Unit Cookie Booth Manager

Position Summary: This position is responsible for ensuring equitable distribution of booths to all Girl Scouts and Girl Scout Troops during the Cookie Program within a designated geographical area. In partnership with the service unit team, the Service Unit Cookie Booth Manager provides support to volunteers and aids in meeting Service Unit specific goals and making a difference in the lives of Girl Scouts in their community.

Click here for the complete position description.

Service Unit Troop/School Organizer

Position Summary: This position is responsible for assisting the service unit in coordinating recruitment events, organizing troops, and placing girls in a designated geographical area. In partnership with the service unit team, the Service Unit Troop School Organizer provides support to volunteers and aids in meeting Service Unit specific goals and making a difference in the lives of Girl Scouts in their community.

Click here for the complete position description.

Service Unit Troop Coach

Position Summary: This position is responsible for providing ongoing assistance and support to Troop Leaders in a designated geographical area. In partnership with the service unit team, the Service Unit Troop Coach provides support to volunteers and aids in meeting Service Unit specific goals and making a difference in the lives of Girl Scouts in their community.

Click here for the complete position description.

Service Unit Event Coordinator

Position Summary: This position is responsible for conducting and organizing events for girls within a designated geographical area. In partnership with the service unit team, the Service Unit Event Coordinator provides support to volunteers and aids in meeting Service Unit specific goals and making a difference in the lives of Girl Scouts in their community.

Click here for the complete position description.

Service Unit Girl Campaign Coordinator

Position Summary: This position is responsible for working with service unit troop leaders and volunteers to ensure that The Girl Campaign goals are achieved within a designated geographical area. In partnership with the service unit team, the Service Unit Event Coordinator provides support to volunteers and aids in meeting Service Unit specific goals and making a difference in the lives of Girl Scouts in their community.

Click here for the complete position description.

Service Unit Scout House Manager

Position Summary: This position is responsible for assisting the Girl Scouts of Central Texas (GSCTX) in the maintenance of the Girl Scout House within a designated geographical area. In partnership with the service unit team, the Service Unit Scout House Manager provides support to volunteers and aids in meeting Service Unit specific goals and making a difference in the lives of Girl Scouts in their community.

Click here for the complete position description.

Other Service Unit Team Member Positions

Here are position descriptions for several other positions commonly held in Service Units. These positions will fall under the "Service Unit Team Member" volunteer job role in Volunteer Systems:

 

  Service Unit Reports

Service Unit leaders, especially Service Unit Directors (SUDs) and Service Unit Registrars (SURs) can access reports periodically to assist in the management of the service unit. 

Service Unit Roster, Membership, and Troop Details Reports in Looker

How is this report accessed? Every volunteer holding the volunteer campaign role of SUD, SUR, and SUT in Volunteer Systems will be able to access the roster report (which includes troop details for every troop in the service unit) through "Looker," GSUSA's data center, with their own username and password.

Who receives this report? At this time, only the roles of SUD, SUR, and SUT will have access the rosters. We will not be extending access to other Service Unit volunteer roles, as adding access to another volunteer role (e.g. Service Unit Team member) would mean doing this for all service units, not just the one requesting it.

More information about Looker:

Looker is a web-based application, users can be on Macs or PCs, and don't have to have Microsoft Excel in order to view their rosters - the previous Service Unit Roster was only best viewed PC running Microsoft Excel

Looker employs much more data visualization, enabling users to "see" the data in tables and graphs - the previous Service Unit Roster report was a basic spreadsheet

Data is moved from Volunteer Systems each night into Looker, so reports contain the latest information - e.g.,  the previous Girl Opportunity Catalog reports were emailed by GSUSA quarterly, so data was never up-to-date for our volunteers

Access to the Looker reports is automatically granted simply by being listed as a SUD, SUR, or SUT in volunteer systems. With the previous Girl Opportunity Catalog report, requesting access to the report was usually a manual process of sending a note to GSCTX staff/Customer Care to "get on the list"

Removing access to the Looker reports will also be an automatic process: when someone steps down from their role as SUD, SUR, or SUT.

Dashboards available in Looker include the Full Roster, Membership Analysis, New in the Last Two Weeks and Troop Details (replaces the Girl Opportunity Catalog Report). If you require assistance, please contact Customer Care. 

Check out the Looker Admin Guide for more information on Looker reports available for Service Unit volunteers.

Unsure Report

Who sends this report? GSCTX via Volunteer Systems/Salesforce

Who receives this report? By default, all identified SUDs and SURs; other Service Team leaders may receive the report, by request

When does the report get delivered by email? Every two weeks, on Mondays

Report information: This report lists all girls and adults that have registered but were unable to choose a troop, and may still need assistance with placement. This report uses zip codes to determine which service unit report receives which unsure members. Service Units should use the information to reach out to these new members and assist with placement into a troop home.

Note: If there is no attachment to the report email, then this means you do not have any unsure members that week. Also - any responses to these reports should be sent by a SUD or SUR to the Customer Care email (so an attachment can be sent) with "Unsure Report" in the subject line. The Customer Care team will be happy to transfer anyone who has a placement into their new troop home.

Ineligible CBC Report

Who sends this report? GSCTX via Volunteer Systems/Salesforce

Who receives this report? By default, all identified SUDs

When does the report get delivered by email? Quarterly (approximately Jan 16, Apr 16, Jul 16, Oct 16)

Report information: Every Service Unit Director is notified when a restriction is placed on an individual in a service unit, based on findings from a criminal background check report.

However, as leadership changes over time in a service unit, it's a good idea to resend this information periodically.

When viewing the report, please note that the date listed on the end of the restriction is the “expiration” date. This does not mean after this date an individual is automatically eligible. An individual may submit to run another background check after the expiration date. If no new issues are found on his or her record, only then will they be “cleared”. Many dates you see have long expired. This means that these people are most likely no longer associated with GSCTX and therefore a second background check was never performed. GSCTX keeps the restriction information on file should they ever return and wish to participate as a volunteer in Girl Scouts again.

Finally, keep in mind that the service unit associated with each of these records is the “last known” service unit association. Again, in many cases, these individuals may not be in Girl Scouts, may have moved, etc.

Training Records Report

Who sends this report? GSCTX Staff, on demand. 

Who receives this report? Service Team leaders may receive the report, by request

Why the change to an "On-Demand" training report? Launching gsLearn has changed where training records live. Since records are now in gsLearn, to be able to provide service units this information, we have launched On-Demand Report requests. Records will consist of the adult’s name, email address, their zip code, the training they have taken, and the date the training was completed. The link that is sent is only valid for 24 hours. 

Awards Report

Who sends this report? GSCTX via Personify/eBiz

Who receives this report? Service Team leaders may receive the report, by request.

Report information:  Awards records continue to live in Personify/eBiz until GSUSA has a permanent solution to house awards records. Reporting on these records is challenging because troops no longer belong to the correct service units in Personify. This is not important for using eBiz to register for programs and training events, but makes it difficult to send reports to each service unit as was done in the past. The solution is for us to send all awards records for members to all SUDs. Records will consist of the recipient's name, their zip code, the award, and the date of the award. This report will bridge the gap until a more permanent and efficient solution is presented by GSUSA.

Issues with Opening Reports

Unsure or Ineligible CBC Reports

  • When opening certain reports such as the Unsure or Ineligible CBC report, you may get a warning that the file and extension don’t match and the file may be corrupt. This is a Salesforce reporting glitch, and since this report is coming from a trusted source, simply click “Yes” to view the file.

  • If you are having issue with Microsoft Excel opening the report, do the following:
    1. Download the file to your computer by selecting Save As from drop down of the attached file.

    2. Right click the downloaded file and select Properties.

    3. Click Unblock next to the “This file came from another computer and might be blocked to help protect this computer." warning.

    4. After doing this, the file can be opened (you may still get the warning about the file extension and formatting not matching – click “Yes”).

  • For those on a Macintosh, it doesn’t seem that the automated reports can be opened using the native Numbers software. We can send a .csv file instead and this seems to fix the problem. Please contact Customer Care for assistance.

Awards Reports:

  • If you use Microsoft Outlook, Microsoft is sometimes flagging these reports with the following warning: [This sender failed our fraud detection checks and may not be who they appear to be. Learn about spoofing at http://aka.ms/LearnAboutSpoofing]. You can ignore this warning. The warning occurs because the report is being sent by a GSUSA server but we have the "return" email address as customercare@gsctx.org. Microsoft wants the server to match the return address. In this case, we want people to contact GSCTX, not GSUSA if they are having a problem with a report.
How to Sort Data in Reports

We have had several questions on how to sort the reports being generated by Volunteer Systems (such as the Unsure or Ineligible reports), as trying to do a simple sort gives an error. The good news is that the reports can be sorted, but it takes a couple extra steps. Here are the steps using Microsoft Excel:

1. Click in the little rectangle to the left of A and above 1 in the upper left corner of the worksheet. This will select all cells. Then right-click on your mouse and go to Format-Cells> Alignment. The 'merge cells' box may be filled in. Click it once and a checkmark will appear. Click it again to make the checkmark disappear. Click OK.

Screenshot showing how to unmerge an entire document

2. Again, click on the rectangle to highlight the whole worksheet, or alternatively, type Ctrl-A. Click on 'Sort and Filter' and then click on 'Custom Sort' from the dropdown box.

Example report showing how to custom sort

3. Click the "My Data has headers" checkbox. Add levels in the order you want to sort your data.

Example spreadsheet showing how to custom sort

4. You should now see everything sorted -- and you can play around with the sorting per your preferences.

 

 

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