Cookie Program Policies & Standards
Below are Girl Scouts Heart of the South Product Sale Policies and Standards. These apply to both the MagNut Program and the Girl Scout Cookie Program. They are uniformly enforced and applicable to all troops and adults participating in the programs. They MUST be followed or the troop and/or adult will not be permitted to participate in the programs.
All adult volunteers participating in either the MagNut Program or the Girl Scout Cookie Program are required to read, receive and comply with the Girl Scouts Heart of the South Product Sale Policies and Standards.
Click HERE for a downloadable copy.
- All volunteers and girls must be registered to
participate in any council product sales program.
- All Daisy, Brownie, Junior, Cadette, Senior, Ambassador
and Individually Registered Girl Scouts are encouraged to participate in
council sponsored product sales.
- Training is mandatory for all Service Unit Product
Sale Managers, Troop Product Sale Managers and/or Troop Leaders. Training is mandatory for at least one parent
or guardian for each girl selling and for the Girl Scout herself.
- Product Sale Managers and/or Leaders are
responsible for payment of products ordered and/or received by members of their
troop (unsold product included). NO
PRODUCT MAY BE RETURNED TO THE COUNCIL.
- A Troop Product Sale Manager Agreement must be on
file for any troop participating in product sales. This form outlines the Troop Leader/Product
Sale Manager’s financial responsibility to the council. Service Unit Product Sale Managers should
collect this form before giving sales materials.
- A signed Parent/Guardian Permission Form must be
on file with for any girl participating in product sales. This form outlines the
parent/guardian’s financial responsibility to the council. Troops must collect this form before giving
order cards and sale materials.
of funds by any person in a volunteer role could result in reassignment or
dismissal. Examples of misappropriation
of funds is defined as, but not limited to:
product sale debt, non-recovered returned checks, mishandling of
troop/service unit funds and/or product.
- An Outstanding Balance Form for each parent owing
money, along with proper documentation (signed permission forms, receipts,
etc.), must be submitted to the council by deadlines set for each sale. If proper documentation is not received, then
the Troop Product Sale Manager and/or Troop Leader will be held liable for
- Any girl, parent or volunteer who has an
outstanding balance from a prior sale will not be allowed to participate in any
future product sales until the balance including any processing/collection fees
are paid. The Service Unit Product Sale
Manager will be issued a list of ineligible persons prior to the start of a
sale and it will be strictly enforced. If a person questions their placement on
the list they must take the matter up with council personnel.
- Any Troop Product Sale Manager and/or Troop Leader
that has an outstanding balance from a prior sale will not be allowed to
participate in any future product sales until the balance including any
processing/collection fees are paid.
These troops must designate a different registered volunteer as the Troop
Product Manager. This troop may be
required to provide payment up front for product. The Service Unit Product Sale Manager will be
issued a list of ineligible persons prior to the start of a sale and it will be
strictly enforced. If a person questions their placement on the list they must
take the matter up with council personnel.
- Any girl, parent or volunteer who has habitually
mishandled money/product or has a history (more than one incident) of non-recovered
returned checks to the council for any transaction will not be allowed to
participate in product sales. The
Service Unit Product Sales Manager will be issued a list of ineligible persons
prior to the start of the sale. These
persons may be returned to eligibility only by recommendation of the Service
Unit Manager and approval by the Chief Executive Officer.
- Any girl, parent or volunteer who is habitually
(more than one incident) late (more than thirty days) with product sale
payments, will be required to either provide payment up front for product or
will only be allowed to participate in sales which do not require handling of
money (booth sales, online magazine sales, etc.).
- Any Troop with a history (more than one incident)
of financial negligence (product sale debts, late payments, non-recovered
returned checks, etc.), will be required to provide payment up
front for product.
- Any person withholding money for any reason from
Girl Scouts Heart of the South, in connection with the sale of any product, is
subject to litigation for recovery of all money due and payable, as well as all
costs incurred in the collection process.
- Girl Scouts Heart of the South does not accept
personal checks for any product sales sold by girls, parents and/or volunteers. Only troop checks, money orders, cashier’s
checks, cash, or troop debit cards will be accepted. Troops that accept checks from parents and/or
customers for product sales will be responsible for collecting on any checks
returned, as well as any fees incurred.
- Extenuating circumstances, which will impact a
troop or parents ability to successfully fulfill their responsibilities, should
be communicated to council staff promptly.
that may require special arrangements for payment will be handled on a
case-by-case basis. These may include
serious illness or death in the family, fire, theft and auto accidents. They will be required to provide proof and/or
documentation in these instances. In the
case of theft documented by a police report, the council would expect the loss
to be covered by personal insurance and additional time will be allowed to
collect from insurance. If not covered
by insurance and not properly documented, payment in full is expected by the
- In order to receive product sale material and/or
products, council must have a social security number or the last four digits of
the social security number and full date of birth for the person
signing the Parent/Guardian Permission Form and/or Product Sale Manager
Agreement. Troops and/or
Parents/Guardians will be asked to pay up front for product if this information
is not provided.
- Any report of a girl, parent and/or volunteer
selling product for over the official selling price could result in the girl
losing all rewards, their inability to sell in future sales and/or dismissal of
volunteer role. Each report will be
dealt with individually. The person
observing an incident should send a detailed report (who, when, where, how much
they are selling for, etc.) to the council in writing with information and
means to verify details.
- Any report of a girl taking orders prior to the
council designated start date could result in the girl losing all rewards. Each report of girls selling early will be
dealt with individually. The person
observing an incident of early order taking should send a detailed report (who,
when, where, etc.) to the council in writing with information and means to
- A booth sale is a troop activity and requires a
parent/guardian permission slip, attendance by a minimum of two girls and a
registered adult as designated by the Troop Leader.
- Door to door sales and booth sales must be
conducted within the 59 counties represented by Girl Scouts Heart of the
South. Only sales to friends and family
outside of the GSHS jurisdiction are allowed.
- A troop not participating in both the MagNut and
Cookie Programs will not receive permission for other fund raising projects.