Cookie Program Policies & Standards

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.

Updated 12/22/2014

  1. All volunteers and girls must be registered to participate in any council product sales program. 
  2. All Daisy, Brownie, Junior, Cadette, Senior, Ambassador and Individually Registered Girl Scouts are encouraged to participate in council sponsored product sales.  
  3. 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.  
  4. 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. 
  5. 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.  
  6. 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. 
  7. Misappropriation 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.  
  8. 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 those funds.  
  9. 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.  
  10. 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.    
  11. 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.  
  12. 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.). 
  13. 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. 
  14. 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. 
  15. 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.   
  16. Extenuating circumstances, which will impact a troop or parents ability to successfully fulfill their responsibilities, should be communicated to council staff promptly.  Circumstances 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 due date.  
  17. 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.  
  18. 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. 
  19. 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 verify details.  
  20. 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.
  21. 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. 
  22. A troop not participating in both the MagNut and Cookie Programs will not receive permission for other fund raising projects.        

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