Print your current screen or one of the provided options by clicking the green printer icon.

Transcription

1 Revised 12/1/2017

2 User Manual 1

3 Accessing Volunteer Toolkit (VTK) Open Google Chrome and Navigate to our GSTF website, then click SIGN IN in the top right corner of the page. This will bring you to the log in screen, enter your and password to proceed. After logging in, click the Volunteer Toolkit button to access the VTK. * Please note that at this point any links in the green selection bar (About Us, Activities, etc.), the top-right corner, the search bar, or the GSTF logo will redirect you back to our main website. The My GS button will lead you back to the Volunteer Toolkit & Member Profile selection screen. Navigating Volunteer Toolkit 1.) VTK Tabs (descriptions later in overview) 2.) See Past Years o View archive of previously selected year plans from past membership years. 3.) Options o o Print your current screen or one of the provided options by clicking the green printer icon. Download the plan or resource by clicking the green down-arrow bracket icon. o Seek out additional help by clicking the green circled question mark icon. 4.) Drop-Down Menu for Multiple Troops o If you are listed as the Troop Leader for multiple troops, you will have access to toggle between your troops year plans with this function. It will list your troop number & the level associated with the troop. 5.) Sign Out button o Once you are done working in VTK, you can sign out, and it will redirect you back to our GSTF website. 2

4 Volunteer Toolkit Tabs This tab holds your complete girl roster with primary parent/guardian, address, and phone number. On each girl, the green triangle prior to their name will display or hide her details, including attendance & earned achievements that you ve marked in meeting plans. You can parents, as well as add, change, or remove a troop photo to customize this tab. You can also download or print your girl roster from this tab using the and icons. This tab appears first each time you sign in. You can select your year plan applicable for your program level or create your own year plan to fit your girl s needs. Orange bars: Milestones o Set by GSTF to remind troops of important dates. Gray boxes: Past Meetings & Activities o Past events cannot be moved or edited. Orange box: Next Meeting Green boxes: Future Meetings o Upcoming meetings can be moved and edited. Blue boxes: Added Activities (custom or council) This tab delivers more information for each meeting in your year plan with a meeting overview, activity plan, materials list, and printable meetings aids. Additionally, you can review & send a meeting reminder e- mail, track girl attendance or achievements, and customize your meeting agenda. This tab can also be accessed by clicking any meeting on the Year Plan tab. This tab provides several GSUSA resources grouped by category, including the adult-to-girl supervision ratio chart. You can search the resources based on the title of meeting aids through all program levels. This tab is used to submit your annual troop finance report. The data in this tab is available until September 30 each year before it archives and resets for the new membership year. 3

5 Choosing a Year Plan The first time you log in to VTK you will need to select a year plan before you can begin to customize any meetings or activities. The Year Plan Library displays all available pre-built year plans based on the Program Grade Level of your troop. You can click the Preview button to view the meetings in a year plan and decide with your girls which plan to follow. Or download the Year Plan Overview using the link near the top of the Year Plan Library. New content is marked by the word new in orange. Four new journeys have been added to Daisy, Brownie, and Junior levels in the summer of 2017! If you aren t seeing the correct program choices for your troop please contact our Customer Care team and they will be able to update your troop to the correct level. * Please note that if you make customizations to a year plan, and then change to a different year plan any customizations you have made will be erased. Also Available: Create Your Own Year Plan PLAN. For Daisy, Brownie, and Junior levels, Create Your Own Year Plan option will allow you to mix & match the Girl Scout Leadership Experience to fit your troop s interests. This means that you are now able to access all meeting content for all 3 levels! First, you ll select the troop s program level(s), the type of meeting, and the applicable Journey or badge category. As you find their favorite badges or journey awards, check the SELECT MEETING box on each. Once you re done with the category, scroll down to the bottom, & click ADD TO YEAR For our older girls, there is no pre-created content, but you can add custom activities or council activities to your year plan. Also, if your troop works with younger girls you will have access to all Daisy, Brownie, and Junior content to help plan those meetings. 4

6 Editing Your Year Plan Most options for editing your year plan are found at the top of the Year Plan page as seen here. Specify Dates and Locations: After you select your Year Plan option, you will view the preset options without any dates. To set up meetings to follow your troop schedule, click SPECIFY DATES AND LOCATIONS on the Year Plan tab. Calendar - It will request your meeting start date (must be in the future), start time for meetings, and how often you meet. It will also provide checkboxes to avoid scheduling the week of major holidays. Click UPDATE CALENDAR to match the year plan to your meeting schedule. Location You can add, delete, or edit location names & addresses to assign to your meetings. Helpful Hint: You are able to change date, change time, or cancel a specific meeting by clicking the Calendar symbol next to the corresponding meeting. A Combine Meetings option is also available by clicking the Calendar symbol! Combine Meetings offers you the opportunity to merge two or more meetings of content into one meeting date. If you add meetings of different program levels, you can merge those meetings, too! This functionality is perfect for Multi-Level troop planning. If the regular schedule changes, find the Gear (settings) symbol to the right in order to update your calendar from that date forward. Add Meeting: If you wish to add additional meetings during the year, visit your Year Plan tab, and click ADD MEETING to view the filterable Meeting Library. Click SELECT MEETING once you find the desired badge or award. ADD TO YEAR PLAN will save it & add it at the end of your year plan for you to drag and drop into your preferred order. Add Activity: If you wish to add a troop day trip, Service Unit event, or council program, visit your Year Plan tab, and click ADD ACTIVITY to build a custom activity or register for a council event. For council activities, it will search our Events Calendar, and clicking Select Activity and Register for Event will add the event to your year plan & send you to TicketLeap to complete the event registration. Delete Meeting: If you decide later that you would like to remove a meeting from your year plan, select the intended meeting from within the Year Plan tab. Once the meeting plan opens, click DELETE MEETING as seen to the right. A popup window will ask you to confirm this change, or for past meetings will prevent the deletion if you have tracked attendance and/or badges for that meeting. 5

7 Meeting Plan Tools & Features Planning Materials Meeting Overview is the summarization of your meeting as a whole, including: notes for volunteers, ideas to prepare ahead, how to get help from friends & family network, any award connection, and meeting length. Activity Plan is the guide for all meeting activities. It will provide the following information for each activity: how much time it will take, recommended materials, steps, tips or notes for volunteers, and even occasional scripting suggestions. For some activities, it will also give variation ideas to better fit your troop. Materials List tells you everything needed for the meeting by activity, such as craft supplies & printed meeting aids. Manage Communications Edit/Sent Reminder will open a pop-up box with a scripted template relaying information from the meeting s overview or the event s details. You can choose who the recipients are, customize the to match the troop s needs (such as adding reminders or information to parents), attach council forms or meeting aids, and send the directly from the pop-up. There is also an option to contacts as a group or individually for additional communications. You can go to the MY TROOP tab to see each girl s family contact information. The address is a hyperlink which automatically links directly with many services. Record Attendance & Achievements will open a pop-up box with the girls names. In the pop-up, you are able to check off that a girl was present and/or earned the badge or award from that meeting. You can go into the MY TROOP tab to view each girl s individual attendance and achievements record, as shown earlier and it will also download as part of your girl roster. Parents can view their daughter s tracking. Other Sections Meeting Aids include worksheets, songs, and other types of PDF reference materials you will need to print for the meeting activities. Meeting Agenda lists all of the activities for the meeting with the planned times for each activity. You can add your own pieces to the agenda, such as snack time or troop government time, by clicking Add Agenda Item below the agenda. You can change the order of activities by dragging and dropping or delete activities by clicking on the activity title & selecting DELETE THIS AGENDA ITEM. You can also edit the times allowed for each planned activity if more or less time is desired in 5 minute increments up to 30 min. Get Girls Outside Some activities feature alternate plans that can be selected to take the meeting outdoors. This feature is denoted by the tree icon on both the Year Plan view and in the Meeting Agenda. It will turn green if the outdoor plan is selected for that activity. 6

8 Volunteer Toolkit Step-by-Step Guide Logging into the Volunteer Toolkit 1. In Google Chrome, go to then click Sign In. 2. Enter your and password. 3. Click the green VOLUNTEER TOOLKIT button. Choosing Your Year Plan 1. When you first log into the Volunteer Toolkit, you ll be presented with the year plan options available to your troop based on their program level. 2. Click the PREVIEW button beside a plan to view the meetings it contains. Skim through the plans to become familiar with them. 3. Along with your girls, select a Year Plan. 4. Once you have decided on a year plan, click the SELECT button next to that year plan. 5. If you need to change the Year Plan again, click SEE YEAR PLAN LIBRARY and you will be able to view the previews again and select a different Year Plan. a. Note: This will erase any customizations you have made to the current plan. View Meeting Plan Details 1. Select a meeting from the Year Plan by clicking its title OR click the MEETING PLAN tab and use the forward or back arrows to switch between meetings. 2. Selecting Meeting Overview gives you a quick description of the meeting, notes about the activities included in the meeting, and ways to involve your Friends & Family network. 3. The Activity Plan details each of the meeting s activities with materials and steps. 4. The Materials List provides a check list of all the materials needed for a meeting, broken down by activity. 5. The Meeting Aids are used during the meetings by the girls. They can include worksheets, song lyrics, and other types of reference materials. 6. The Meeting Agenda lists the activities in a suggested order with default durations. The order can be adjusted by dragging and dropping the agenda item and the duration of each activity can be changed by clicking on the green title of the activity. Set Your Troop Year Calendar 1. In the YEAR PLAN tab, click SPECIFY DATES AND LOCATIONS. 2. Select the Start Date, Starting Time, and frequency of your meetings. 3. The meetings on your Year Plan will automatically be assigned to dates based on your selections. a. Orange bars in your Year plan are called Milestones, these are important date reminders from GSTF. Add Locations for Meetings in Your Year Plan 1. In the YEAR PLAN tab, click SPECIFY DATES AND LOCATIONS. 2. Select the LOCATION tab. 3. Enter location names and addresses. 4. Select which meetings will occur at each of your locations. Then click the ASSIGN TO CHECKED LOCATIONS button to save the locations to the meetings. Reorder Meetings in the Year Plan 1. Drag and drop by using the gray rectangle at the left side of the meeting. Moving meetings around will automatically update their date based on your calendar settings. 7

9 Add an Activity 1. In the YEAR PLAN tab, click ADD ACTIVITY. 2. Use the CUSTOM ACTIVITY tab to create a completely custom activity and add it to your troop calendar. a. Click ADD ACTIVITY when your information is correct to save the event. 3. Use the COUNCIL ACTIVITY tab to search our council calendar for existing activities. a. Once you find the council sponsored event, click SELECT ACTIVITY AND REGISTER FOR EVENT which will redirect you to our TicketLeap event registration system and add the event to your troop s calendar. Selecting Additional Meetings from the Meeting Library There may be times when you and the girls want to add a different meeting to your Year Plan. 1. In the YEAR PLAN tab, click ADD MEETING. 2. You can browse all available meetings, first select the Program Level, then the meeting type, and click the View Meeting Plans button. 3. Once you find the meeting(s) you want, check the box beside select meeting, then click the ADD TO YEAR PLAN button at the bottom of the screen. 4. The new meeting(s) will be placed at the end of your Year Plan. Drag and Drop them to the desired location. Change/Cancel a Meeting or Series of Meetings 1. On the YEAR PLAN tab, click SPECIFY DATES AND LOCATIONS. 2. Click the calendar icon next to the meeting that needs changes. a. You can Change the Date/Time for the selected meeting here. Click SAVE to update the meeting. b. To cancel a meeting: Select Cancel Meeting, then choose the meeting you wish to cancel. Then click SAVE and confirm your choice to cancel the meeting. c. To combine meetings: Select Combine Meetings, then choose all the meetings you would like to combine. Click CONTINUE, then select the new date and time for the combined meeting. 3. To make changes to a series of upcoming meetings, click the gear icon next to the first meeting to change. You will then be presented with a screen similar to the initial calendar set up that will update all meetings from the selected meeting forward to new dates and times. Managing the Meeting Agenda Each meeting has between four and eight items with a default duration and order. Daisy meetings are 60 minutes and all others are 90 minutes. These steps describe how to adjust the order and times of these agenda items. 1. Switch the agenda order by dragging and dropping the items using the gray boxes to the left of the row. 2. Change the duration of an agenda item by selecting the item, click the time drop down in the top right corner, select the desired time and click SAVE. 3. Delete an agenda item from the meeting plan by selecting the item, click DELETE THIS AGENDA ITEM near the top right corner, and then click OK. 4. To customize your agenda click Add Agenda Item at the bottom of the page. Enter the agenda item details and click SAVE. This new item appears at the bottom of your agenda, drag and drop it to the desired location. Resources Tab Here you can search the Volunteer Toolkit for meeting aids, meeting overviews, and additional information or resources you may need. NOTE: Resources in the VTK are GSUSA s national documents and do not contain council specific additions or customizations. Please visit hngirlscouts.org for council specific resources like Volunteer Essentials or Safety Activity Checkpoints. 8

10 Frequently Asked Questions about Volunteer Toolkit 1. Can I register for programs or camp through VTK? 2. Why does VTK only include Year Plans for K-5 troops? 3. What about multi-level troops? 4. What is not in the VTK? 5. What can parents/guardians view in the VTK? 6. If I don t have internet at my meeting place, how can I access VTK? 7. What about volunteers who don t have internet access at home? 9