Online Registration FAQs

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ONLINE MEMBERSHIP RENEWAL

What is Online Registration?

Online registration is powered by Personify, an off-the-shelf Customer Relationship Management (CRM) system hosted, maintained, and supported by TMA Resources, Inc. that has been configured by GSUSA and councils for Girl Scout use. TMA, the vendor, set up a virtual portal for Girl Scouts. In this virtual portal, the templates and functionality are shared but the data is specific to each council. The primary advantage of using a virtual portal is enhancements, bug fixes, and other code changes need only to be deployed once, allowing for faster, more frequent and less costly patches. The primary disadvantage is that the level of customization is limited.

Who is able to register or renew online?

Girls and adults registered in 2013-14 who have a valid email address in the council’s database or first time members who have never been a part of Girl Scouting. The new membership year begins October 1, 2014.

Which browsers work with Online Registration?

Current versions of Google Chrome and FireFox are the only browsers supported at this time.  Safari and Internet Explorer, while not supported, work for some users.

What payment methods are accepted to renew an individual’s membership online?

Credit and debit cards are accepted. Check, Cash, Cookie Credit, Nut Bucks and Financial Aid require use of paper registration forms.

What are the benefits of online membership renewal for parents?

It’s green. It’s fast, easy and convenient. It provides accurate spelling and contact information.

What are the benefits of online membership renewal for Troop leaders?

No collecting forms. No depositing money at the bank. No completing registration summaries and Troop worksheets. No waiting to know who’s registered.

How do parents/guardians and adults renew memberships?

Parents/guardians of 2013-14 registered girls and registered adults go to www.girlscoutsccs.org  and click on Join Today.

I clicked on the link that was sent to activate my e-Biz account and I received a “page not found” message. What do I do?

The link to activate your account is very long and some email clients break it to fit their character count. Please copy and paste both parts of the link, in order, into your web browser. This will take you to the proper page to finish your online membership renewal.

What can a parent/guardian do when renewing a girl and/or adult registration?

    • Execute an existing membership renewal order in Personify
    • Update demographic and contact information
    • Make a donation to GSCCS
    • Pay for the membership and the donation
    • Print a membership card for the current membership year

Is a parent/guardian signature required for online membership renewal?

No. The parent/guardian’s online purchase of a Girl Scout membership replaces the need for a signature.

What happens if a girl wants to renew her membership but is transferring to another Troop?

Renewals are existing orders in Personify so renewing and switching Troops is a two-step process:

  1. A girl’s parent/guardian purchases existing order online to renew membership with the existing Troop on record
  2. The current or new Troop leader initiates a Troop transfer using the Troop Change form: www.girlscoutsccs.org.

Transfers are made offline by council staff.

IMG_9775Is online membership registration available in Spanish?

Not at this time.  Paper forms must be used to register in Spanish.

Why does Online Registration refer to members as customers rather than as members?

All girls and adults (volunteers, parents/guardians, emergency contacts) who have records in our database are customers.  Only those who purchase a Girl Scout membership are members.  Girl Scout members are a subset of customers.

What do I do if I made an Online Registration purchase in error?

Refunds will be processed for requests received in writing within 10 business days of the online transaction error.  Requests should be emailed to onlineregistration@girlscoutsccs.org or mailed to: Girl Scouts of Central California South 1377 W. Shaw Ave., Fresno, CA. 93711 Attn.: Registrar.

When is Online Registration not available?

Online Registration will be down for normal maintenance 9 p.m. Saturday through 3 a.m. Sunday, and this may cause downtime or slowness.

What security measures are in place for online transactions using Online Registration?

The safety and security of your online experience is of the utmost concern to us. We ensure the appropriate physical, electronic, and managerial procedures are in place to safeguard and help prevent unauthorized access, maintain data security, and correctly use the information we collect online.

Protecting the safety of your credit card information is also important to us. We use Secure Sockets Layer (SSL) technology to protect the security of your credit card information as it is transmitted to us. SSL is the industry standard in Internet encryption technology, which is a highly sophisticated method of scrambling data as it travels from your computer to our Web site servers. We also encrypt your credit card number when we store your order and whenever we transfer that information to participating merchants.

To make sure you are accessing our secure server before you submit personal financial information, look at the lower left-hand corner of your browser.  If you see an unbroken key or a closed lock (depending upon your browser), then SSL is active.  To double-check for security, look at the URL or Address line of your browser. If you have accessed a secure server, the first characters of the address in that line should change from “http” to “https.”

It is important for you to protect against unauthorized access to your password and to your computer. Be sure to sign off when finished using a shared computer.

What types of transactions must be done offline (or back office) by Council staff in the online membership renewal environment?

  • Lifetime memberships at the discounted rate–graduating ambassadors only–must be processed by council staff and therefore require the use of paper membership registration forms.
  • Grade changes must be done by Council staff. The Troop Change form is used for this process: www.girlscoutsccs.org.
  • Name changes must be done by Council staff, for example, spelling corrections, hyphenated names, and new last names. Email onlineregistration@girlscoutsccs.org .
  • Position code assignments must be done by Council staff. To request a position code/assignment with multiple Troops, please use the e-Biz Self-Reporting Feature available during membership renewal and from My Account. For instructions on how to use this feature, please see the e-Biz Help Pages: www.girlscoutsccs.org. Requests can also be made from the Troop Change Form: www.girlscoutsccs.org.
  • School changes must be done by Council staff. The Troop Change form is used for this process: www.girlscoutsccs.org.
  • Troop transfers must be done by Council staff. The Troop Change Form is used for this process: www.girlscoutsccs.org.

 
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ONLINE TROOP MANAGEMENT

What is online Troop management?

Personify e-Biz includes a page for leaders called the Troop Management Hub for managing Troop communications, membership registration, in-person adult training course registration, etc.

What are the benefits of online Troop management for Troop leaders?

  • Know who’s registered in the Troop and who’s not
  • Email parents (the email address in the “Form” is the Troop leader’s)
  • Print rosters
  • Update Troop meeting information, including the Troop’s grade level
  • Print membership cards for girl and adult members 

Who has access to online Troop management?

Access to online Troop management is by Troop. Only volunteer screened Troop leaders with a 01 position code in the Personify database for a specific Troop have access to online Troop management for that Troop. If a Troop leader has more than one Troop, she must have a 01 position code on record for each Troop in order to have access to online Troop management for all her Troops. Assignment of position codes and Troops in Online Registration are done offline by council staff. To request a position code or assignment with multiple Troops, please use the Self-Reporting Feature available during membership registration/renewal and from My Account. Requests can also be made from the Troop Change Form: www.girlscoutsccs.org.

What information can leaders see in the Troop Management Hub?

The leader can see each individual’s registration status and the information that is contained on a member registration form only: contact information; grade; school; age; Girl Scout history; custodial care; racial/ethnic background. The leader does not have access to the order processed by the parent.

Should Troop leaders renew memberships through online Troop management?

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 ensures accurate spelling and contact information. It saves a leader time. It’s cost effective.

If, however, a Troop decides with the consent of the parents and guardians (signed registration form, email authorization, OR a signed roster authorizing registration) to have the Troop pay for each girl and/or adult’s Girl Scout membership, then it is recommended that the Troop leader use the Troop’s bank account debit card to pay for the online membership renewals using online Troop management. Using online Troop management to renew members is only available from the open date of online renewal through 9/25, 8:59 PM. (Personify is on East Coast time.)

What happens to the Troop Management Hub roster after 9/30?

Girls/adults who have not renewed their membership for the new Girl Scout membership year will be removed from the roster. The roster will only include registered members for the current Girl Scout membership year.

What should be done with documents collected and used for online membership registration using online Troop management?

The Troop leader keeps the documents—registration forms, emails, or roster with parent authorization—used for online registration using online Troop management. The Troop leader is responsible for blacking out credit card numbers on documents after they have been used for online registration. The documents must be kept in a secure location until the end of the annual membership year, which is September 30 and then shredded.

 
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IN HOUSE (GSCCS OFFICE) MEMBERSHIP REGISTRATION

Which membership registrations cannot be done online?

Payment Type: Cookie Credit, Nut Bucks and Financial Aid

Troop Type: Troops without a bank account

Membership Type: New girls not joining a Troop; Graduating Ambassadors to Lifetime members–Discounted rate only; Girls registered with GSCCS prior to 2013-14, but not registered in 2014-15.

What is the process for in house membership registration?

The in house membership registration process consists of the following steps:

  1. Parent/Guardian or adult completes blank membership registration form.
  2. Troop leader collects forms and money.
  3. Troop leader completes dues summary and Troop worksheet.
  4. Troop leader or Service Unit Registrar deposits cash and checks at a local Wells Fargo bank using the deposit slips provided by the council.
  5. Troop leader submits membership forms, dues summary, Troop worksheet as well as the deposit slip and bank receipt if money was deposited at bank to the Service Unit Registrar.
  6. Service Unit Registrar prepares registration materials for submittal to local office.
  7. Service Unit Registrar sends materials to local office.

Where can I get paper registration forms for in house membership registration?

Paper 2014-15 membership registration forms are available at: www.girlscoutsccs.org/forms

What types of transactions must be done in house (or GSCCS office) by Council staff in the online membership registration environment?

  • Lifetime memberships at the discounted rate–graduating ambassadors only–must be processed by council staff and therefore require the use of paper membership registration forms.
  • Memberships paid for with cookie credit, nut buck or financial aid must be processed by council staff and therefore require the use of paper membership registration forms.
  • Memberships for new girls and adults not joining an existing Troop require the use of paper registration forms.
  • Troop transfers must be done by Council staff. The Troop Change Form is used for this process: www.girlscoutsccs.org/Troopchangeform.
  • Position code assignments must be done by Council staff. To request a position code/assignment with multiple Troops, please use the Online Registration Self-Reporting Feature available during membership renewal and from My Account.
  • Grade changes must be done by Council staff. The Troop Change form is used for this process: www.girlscoutsccs.org/Troopchangeform.
  • School changes must be done by Council staff. The Troop Change form is used for this process: www.girlscoutsccs.org/Troopchangeform.
  • Name changes must be done by Council staff; for example, spelling corrections, hyphenated names, new last names. Email: onlineregistration@girlscoutsccs.org.

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