FAQ for Guiders

Awards
Camp Wa-Thik-Ane
Campership
Communications
Contracts
Cookies
GGC Québec Merchandise
iMIS
Membership Assistance
Membership Growth
Provincial Office
Québec Programming
Registration
Safe Guide Assessments
Screening
Tax Receipts
Transitioning Members


Awards

-          I’d like to recognize a fellow Guider for the work she does. What types of awards can I nominate her for?

 

  • Visit the Awards page of our website and download the full Québec Awards Booklet for descriptions of the different awards. If you’re looking for a less formal way to salute a Guider, you can give her a ‘Tip of the Hat’. To do so, email our Awards Specialist at awards.reconnaissance(at)guidesquebec(dot)ca with the Guider’s name, mailing address, your name, and a short yet detailed description of why she is special.

 

Camp Wa-Thik-Ane

-          We’d like to reserve a site at Wa-Thik-Ane. Where do we start?

 

  • On the Camp Wa-Thik-Ane page of the QC website you’ll find a ‘General Information’ document to help you decide on a site, along with the rate sheet and reservation form. Remember, a 25% non-refundable deposit is required to confirm your booking.
  • Reservations for a given calendar year will generally open on the first working day of January of that year. Email info(at)guidesquebec(dot)ca for any questions related to the reservation process.

 

Campership

 -          What is campership and how does one apply for it?

 

  • Campership is financial assistance provided by Québec Council specifically awarded to Girl Members to cover camp fees. Application forms are available on the ‘Québec Forms’ page of the GGC-QC website.
  • Details can be found on the first page of the QC.2 application form (filled out by the parent/guardian). For Unit or District camps, a QC.1 application form must also be filled out by the Unit Guider.

 

Communications

 -          I’d like to submit an item for the monthly newsletter (The Piccolo) or the website. How do I go about it?

 

  • Send an email to communications(at)guidesquebec(dot)ca  We’ll advise on the best place for your news. The deadline for submissions to the monthly newsletter is the first Thursday of every month.  Submission guidelines are available if you’re unsure of the best format in which to send in the material.

 

-          What’s the difference between the website and the blog?

 

  • The blog is a place for us to share stories about Guiding across Québec. It’s a place to share photos and ideas, and to see what other Units across the province are up to! The website is an information hub for more practical information where you can find various resources, forms and event information.

 

-          I’m organizing an event – can the provincial office send out a mass email?

 

  • Send us an email at communications(at)guidesquebec(dot)ca and we’ll help determine the best way to get the word out, whether it’s via social media, The Piccolo or a mass email to a targeted group. Be sure to include details such as the date, time, location and who’s invited!

 

Contracts

 -          What contracts need to be signed by the Provincial Office and who do we send what?

 

  • All contracts, for meeting space, sleepover locations, camp locations, etc. must be signed by the PC or her designate (Director of Operations) with no exceptions. The agreement should include a summary of terms and conditions. GGC also requires proof of liability insurance in order to sign contracts. For facilities or service providers not regularly used by GGC, please request a copy of their general liability insurance (certificate or summary of policy) at the time the contract or rental agreement is negotiated. (The provincial office will then keep a copy for future reference.) Paperwork should be sent as early as possible to admin(at)guidesquebec(dot)ca

 

Cookies

 -          How do we order Québec Cookie Ribbons?

 

 -          Some of the cookie cases/boxes we received were damaged. What do we do?

 

  • Fill out a Cookie Delivery Incident Report (CIR). The form can be found in the Cookies section of Member Zone. A complete Q&A document can also be found on this page.
  • The CIR is used to report any issues arising from delivery, emergency address changes, or any other matter about the delivery process you feel should be reported. Forward the report to cookies.biscuits(at)guidesquebec(dot)ca.

 

-          What are ‘special order cookies’ and how can I order them?

 

  • Patrols and groups traveling independently may raise extra funds through special order cookies, sold at a higher than standard profit. They are available to groups that have also ordered two cases of cookies per participating girl at the standard cost as part of the district order. (Special order cookies do not form part of the district order and it is important they be tracked separately from the standard district order.)
  • To order special order cookies, the group must have an approved SG.8 (Travel Preauthorization).

 

GGC-QC Merchandise

 -          We’d like to design a District crest. Are there guidelines to follow?

 

  • If you’d like to use the GGC logo, the design must receive provincial approval. Take a look at the Brand Standards  on Member Zone for details.
  • Key points: Event merchandise must carry the name of Girl Guides of Canada-Guides du Canada or the trefoil; crests must be bilingual.
  • Send your design to info(at)guidesquebec(dot)ca for Council approval at least a month before production to ensure enough time for approval or suggested modifications.

 

-          We’d like to purchase some Québec patches or crests to bring on a trip as swaps. What’s available to buy?

 

 

iMIS

 -          What is iMIS and what does it have to do with me?

 

  • iMIS is a database that includes information about all volunteers, girls, their activity records, Unit and district details, and more! All members and non-member volunteers have an iMIS identification number and a personal profile that are often necessary to reference for administrative purposes.
  • From swim test results to contact details to awards received and positions held - it’s essential that everyone’s iMIS record be kept up to date. This way her Guiding history will be complete should she be applying for a scholarship or any other opportunity.
  • Send all updates and inquiries to imis(at)guidesquebec(dot)ca

 

-          I’ve just taken my Unit on a camping trip and would like to add the activity to the Girls’ and Guiders’ membership profiles. How do I do this?

 

  • Send a list of your event participants to imis(at)guidesquebec(dot)ca. Be sure to include their full names and iMIS numbers, as well as their roles where applicable – i.e. First Aider, Responsible Guider… Don’t forget to let us know where and when the event took place!

 

Membership Assistance

 -          Who is eligible and how does one apply?

 

  • Provincial financial assistance is available to girls and women who require it, though resources are limited, so assistance may not cover the full cost of membership and registration fees. Details can be found on the application forms (available on the ‘Québec Forms’ page of the QC website):
    • QM.1.A - Application form for Membership Assistance – Adult Member
    • QM.1.G - Application form for Membership Assistance – Girl Member

 

Membership Growth

 -          We’re planning a local recruitment event. Are there items available to loan from the provincial office? What PR material is available?

 

- Adult and girl recruitment brochures
- Adult and girl recruitment posters
- Tattoos, stickers and magnets
- Pencils
- Bookmarks
- Cards
- Free meeting passes
- Balloons
- Cookie posters
- Banners
- Pop-up tent
- Feather Flag

  • Images, ads and clip art are available on the Brand Centre

 

-          What are some other recruitment tools that we can use?

 

  • Visit the PR page of our website for a list of resources including tips for organizing a recruitment event, information request cards, letter templates and parent engagement tools.

 

Provincial Office

 -          How can I contact someone at the provincial office?

 

  • Click ‘Contact Us’ in the bottom right corner of our QC website to download a full Provincial Contact List.
  • If you cannot find the details of the person you’re trying to reach on our Provincial Contact List or do not know who you should write to, send an email to info(at)guidesquebec(dot)ca  so we can put you in touch with the right person. By sending an email instead of phoning, your query will be easier to track and respond to. The office is open from Monday to Friday, 9am to 5pm and can be reached at 514-933-5839.

 

Québec Programming

 -          What’s the Québec Spin all about?

 

  • The Québec Spin Challenge is a tool that girls and Guiders can use to bring a new dimension to their program, projects and activities. Visit the QC Spin page on our website where you can download the full information kit. Check out the GGC-QC blog for stories about how different Units have completed their Québec Spin.

 -          We’ve just completed the Chocolate Challenge. How do we order our crests?


 

Registration

 -          For questions related to online registration, refer to the Online Registration Frequently Asked Questions

 

-          Is there a rebate for members joining half way through the Guiding year?

 

  • No, the registration fee is the same throughout the year and the girl will be a member until August 31. This means she’ll be eligible for the summer camp rate for members.
  • Guiders may also mention that the new member will only need to pay weekly dues for the balance of the year which represents a savings.

 

Safe Guide Assessments

 -          Where do we send our SG.3 forms for approval?

 

  • Send your SG.3 forms, along with an SG.1 - including a schedule of activities, SG.4 and SG.5 as applicable, to sg.gs(at)guidesquebec(dot)ca  Remember to submit them at least two weeks before your event to ensure enough time for our team of Assessors to complete the required paperwork. Be sure to use the latest forms, available on the national website.
  • For independent trips outside of Canada or for major trips within Canada, contact the Provincial Travel Adviser – international(at)guidesquebec(dot)ca for assistance in reviewing all required steps prior to submitting your Safe Guide documents. (There is a completely different timeline for these trips.)

Screening

 -          What steps must be taken to complete a police record check (PRC)?

  • Different procedures exist for potential members, member renewals and non-member police checks. Click here for details.
  • Click here to read our BackCheck FAQ.

 

Tax Receipts

 -          How and when are tax receipts sent to parents/guardians?

 

  • When girls are registered online: The registration confirmation email that is immediately sent to the family email address upon registration serves as the tax receipt.
  • When girls are registered by paper: Parents/guardians will be sent a paper tax receipt from the provincial office in January/February for membership fees paid during the previous calendar year.
  • Note that any cheques cashed in January that were dated for December or earlier are considered as payment in the calendar year that the cheque is cashed.

 

Transitioning Members (TMBR)

 -          I have a Ranger who will be turning 18 and would like to become an adult member. What steps do we need to take?

 

  • A TMBR must undergo the full adult screening process, i.e. An A.1 must be filled out, a PRC processed and all items on the S.1 must be completed, with the exception of the interview and reference checks.
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