FAQ - Tiered Cookie Sales Incentive Program

What is the Tiered Cookie Sales incentive program and how does it work?

Prior to Spring 2017, Guiding units in Ontario and Nunavut received $12.25 for every case of cookies sold. What has changed under this new program, which began in the Spring 2017 campaign and continues into the fall, is that the unit portion for each case is no longer "fixed" at $12.25. Instead, the unit portion for each unit is based on your unit’s average “case-per-girl" rate, as measured on the invoice date for the cookie campaign. Keep reading below to learn about the cookie selling tiers and payment amounts.

What are the sales “tiers” and payment amounts for this program?

Here are the new payment tiers and payment amounts that are now in effect:
Cases Per Girl Unit Average Allocation Per Case
< 0 - 1.99 cases $11.00
2 - 2.99 cases $11.50
3 - 3.99 cases $12.25
4 - 4.99 cases $12.75
5+ cases $13.25
Trefoil Guilds $11.00 (standardized rate for all cases)
Trip units $13.75 (standardized rate for all cases)

What changes will be in effect for the spring 2019 campaign?

  1. The 2.00 – 2.99 case per girl tier level beginning in spring 2019 will receive a unit allocation per case of $12.00. This is an increase from the previous amount of $11.50.
  2. Trip Units, beginning in the spring 2019 Campaign will be equalized to the unit tiers and will no longer receive a fixed amount of $13.75 per case. Please know that there will be some exceptions to this change when it is implemented:
    • Trip units which have received approval or have initiated their paperwork as of June 30, 2018 will continue to receive $13.75 per case until their trip is completed, regardless of the year the trip occurs.
    • Trip units that submit their initial paperwork on or after July 1, 2018, will migrate to the new tier structure beginning spring 2019.
    • Any cookies sold in fall 2018 will be on the current trip tier level of $13.75 per case.
  3. LEAP 2019 patrols will receive $13.75 per case for both the fall 2018 and spring 2019 campaigns.
Here are the new payment tiers and payment amounts that are now in effect:

Cases Per Girl Unit and Trips Average Allocation Per Case
< 0 - 1.99 cases $11.00
2 - 2.99 cases $12.00
3 - 3.99 cases $12.25
4 - 4.99 cases $12.75
5+ cases $13.25
Trefoil Guilds $11.00 (standardized rate for all cases)
Trips approved by June 30, 2018  $13.75 (standardized rate for all cases)
 LEAP 2019 Patrols $13.75 (standardized rate for all cases)

When did this start?

The Tiered Cookie Sales Incentive program went into effect with the spring 2017 cookie campaign. Units were first notified of this change in August of 2016.

We encourage all Cookie Orderers to keep the Tiered Cookie Sales Incentive program in mind, when placing their unit's cookie order each campaign. Keep an eye on our Cookie Key Dates Calendar for important cookie dates in a year-at-a-glance format.

Why was this new program created? How will Guiding units benefit from this?

This program was created so that we can support units in raising additional funds for unit activities through the sale of cookies, reducing their need to rely on other types of fundraisers. Units can now be rewarded with a higher allocation amount from each cookie case, when they achieve a higher case-per-girl level during the cookie campaign. Trip units will also earn more money per case for all cookie sales, under this new program. Cookies sales are a highly effective way to raise money for unit activities, as compared to many other types of fundraisers - please see our fundraising comparisons tip sheet for more details.

How can I calculate my unit’s average case-per-girl rate?

The calculation is quite simple when using our new Tiered Cookie Program Calculator.

 

Example:In the campaign, a unit orders 45 cases of cookies by the spring campaign invoice date (online or through surplus). The unit has 10 girls registered (girls registered by the invoice date).

45 cases ordered before invoice date divided by 10 girls registered in unit at time of invoicing = 4.5 cases ordered per girl

  • The unit has a 4.5 case-per-girl average (45 cases/10 girls = 4.5)
  • This puts the unit in the 4 – 4.99 cases tier (see What are the sales "tiers"? above)
  • Unit average allocation per case for this tier is $12.75
  • The unit retains $12.75 for each case ordered during the campaign
  • Payment portion per case is: $60 - $12.75 = $47.25 (the unit is invoiced at $47.25 per case)
  • Total earned unit allocation for the 45 cases ordered is: 45 x 12.75 = $573.75
    Note - Unit-to-Unit Transfers are not included in the tier calculation

Does this mean that the selling price of cookies is changing? Will National and Ontario Council now be receiving a higher allocation from each cookie case?

No. The selling price of cookies remains the same. Only the unit allocation portion will change based on the unit’s average case per girl amount. All other allocation amounts will remain the same:
  • Units –From $11 to $13.25 per case based on unit case per girl average.
  • Ontario Council - $21.25 per case
  • National Council - $4.75 per case
  • Dare Foods Ltd - $21.75 per case

Has the National or Provincial Office set an official mandatory amount of cookies a girl must sell during the Guiding Year? What can I tell parents about their requirement to sell cookies?

There is no official mandatory amount a girl must sell during the Guiding Year. However, the updated girl registration form does state:

I understand that by signing this agreement:
“I agree that my daughter/ ward will participate in the sale of Girl Guide Cookies, the primary fundraiser for GGC.”


The word "Participate" used in the girl registration form can be can be interpreted as taking part in a group sale, helping with the promotion of the unit’s cookie sales (example, making a poster). It is not limited nor should it be to the girl selling cookies individually.

If a girl/parent finds it a challenge to sell cookies during a campaign, we encourage units to hold group sales to involve the girl in cookie selling activities. It is also very important to remember that every family situation is different. Please make sure you listen to any concerns from parents, before distributing cookies to a girl.

Tip: Talk to your families at the start of the Guiding Year about the importance of cookie sales and what your fundraising goals are as a unit for the full Guiding Year and how they will benefit their daughter/ ward.

How can I sell more cookies, so I can earn the higher per-case allocation rate offered by this new program?

We are encouraging all units to “think outside the cookie box”. Try holding a Cookie Invasion or try door-to-door selling on a unit meeting night. Speak with other units in your community to find out what they are doing. Consider joining forces with another unit (for example Pathfinders and Sparks) and holding a group sale. Please make sure to visit our Cookie Jar for Guiders for more ideas and inspiration.

How can I sell more cookies when I live in a rural area, with a limited number of selling locations?

Our previous campaign analysis shows that the units with higher average case-per-girl sales tend to be located in our Northern communities, specifically communities 34 and 36. We encourage all units to take a look to see what other units are doing to help increase their cookie sales.

I always have families return unsold boxes/ cases at the end of the cookie campaign. How will this affect my unit’s average case per girl?

It is not uncommon to have at least one family ask to return cookies at the end of the campaign. A great way to avoid this is by setting an unsold box/case return date for your families. Any boxes/cases returned can then be sold during one last group sale before the end of the campaign. Also make sure your families know the importance and benefits of selling cookies and what your unit is intending to use the funds for during the Guiding year.

Will our unit’s Try Now, Join Later girls be included in our total registration number (applies to the Spring campaign only)?

No. Only girl members registered in your unit will make up your total registration number. Try Now, Join Later girls will not be included in your girl numbers as they relate to this program.

How am I supposed to determine the number of cases I need to order for fall cookie campaigns when I don’t know how many girls will be registered in my unit?

Here are some things to consider, when determining your fall cookie order amount (in fall 2017 and beyond):
  • Your unit capacity
  • Your previous year sales
  • Your previous year girl registration numbers
  • Have you taken advantage of the availability of surplus cookies? (Note – you must order surplus before the campaign invoice date, for these cases to count toward your case-per-girl rate for the campaign)
  • If you order too many cookies, group sales are a great way to move a large number of cases in a short period of time

What if a parent doesn’t pay us for cookies, will this affect our average?

No. If a parent does not pay for cookies, please follow the current Parent Not Paid process.

Will my unit receive the unit portion allocation on a per-girl basis? In other words, will one girl earn at the 2-cases-per-girl tier if she sells two cases during a campaign, while her friend earns at the 3-cases-per girl level for the same campaign if she sells three cases?

No. The unit portion allocation is a collective calculation, done at the unit level (not the girl level).

How will transfers between units be handled? If I take extra cases from another unit, how much should I transfer to them?

Units are still welcome to transfer cookies among each other, if this helps them during campaigns.
As a reminder, the payment portion of the cases is what units will need to transfer. Units should check the payment portion reflected in the invoice of the unit who is providing the cases.

For instance, if the payment amount is $47.75 per case (3 case average payment amount), this would be the amount to transfer to the unit that provided the cases.  If the payment amount reflected in the unit invoice is $48.50 (2 case average payment amount), then the unit that received the cases should transfer the $48.50 back to the unit who provided the cases, so that their invoice amount is paid in full.

Please review our Unit to Unit Transfer - Quick Tips to help you through the process.

What about units that help other units sell their cookies?

Units that help other units to sell cookies should discuss among themselves how they will “split” the unit allocation earned from these sales. Province will not get involved in the financial accounting for these sales or transfers between units.

My unit holds a large multi-unit selling event each campaign. In the past the profit has been shared with all units participating.  How do I now determine the profit amount to share with all units who have participated?

Units that do group selling and include other units should discuss among themselves how they will “split” the unit allocation earned from these sales. Province will not get involved in the financial accounting for these sales or transfers between units.

What about group orders?

Ontario Council encourages all units to place their own cookie orders. We will not be making accommodations for group orders within this new program.

What happens if I want to keep cookies from one campaign, to sell in another campaign? For instance, what if I keep 10 cases from spring, to sell in the fall?

At the end of every campaign, all units will receive an invoice for all the cookies they ordered during that campaign (including surplus cases ordered by the invoice date). If you have cases of cookies remaining after invoicing, you may choose what to do with those cookie cases (as long as you don’t sell them after their Freshness Guarantee date).

What is the payment amount for surplus cookies ordered outside of the regular selling window (such as over the summer)?

For any surplus cookies ordered between regular selling windows (e.g. after the invoice date for one campaign and before the next ordering period), a unit will receive allocation at whatever case-per-girl average allocation they achieved in the campaign immediately previous. For instance, if your unit attained a 3-case-per-girl average during the spring campaign, any surplus cookies you order during the summer would be allocated at the 3-case-per-girl rate.

What is the exact date that unit size (# of girls registered) is determined?

The campaign invoice date (the date the Treasurer and Contact Guider receive the cookie invoice email).

Is the Ontario Council Trip Incentive and Financial Assistance program still in place?

Yes.

What happens if a girl registers for the new Guiding year but does not attend meetings?

If there is a girl that is not attending unit meetings, it is the Unit’s responsibility to follow-up with families about attendance throughout the year. You are welcome to notify the office by completing the Guider Registration Assistance form (select “issues with my roster” and then “girl on my roster, no longer attending”) and the office can follow-up with the family directly to confirm if any changes are needed to the girl’s registration. Please note that girls can only be removed from a unit roster once confirmation is received by the office from a parent/guardian.

I am a new Guider this year and I am concerned with the number of cookie cases ordered by the previous Guiders. What can I do?

Please make sure to visit our Cookie Jar for Guiders webpage for all the wonderful cookie sales resources we have available for Guiders. If you are concerned with the number of cases ordered for your unit, Group Sales are a great way to move a large number of cases in a short amount of time. Be sure to read our Cookie Selling Event Tip Sheet. Remember that the cookie department is here to help.

I have been asked to place a Fall cookie order for my unit but I am not sure if my unit will remain open. What should I do?

We do ask that units order with the assumption that the unit will remain open. We encourage all current Cookie Orderers who are unsure if their unit will remain open to place a cookie order online. The order amount can be determined by looking at past campaign history or by placing an order that, should the unit remain open, will start the unit off on the right foot with cookie selling. If the unit does close at the start of the new Guiding Year, any cases ordered under this unit will be treated as surplus cookies.

Who can I contact if I have questions about this program and how it will affect my unit?

The cookie department is here to help. Please contact us with any questions or concerns you may have: Kristi Kanitz, Provincial Cookie Adviser - cookie.adviser@guidesontario.or
Georgina Segal, Cookie Coordinator - cookie.coord@guidesontario.or
Cookie Admin Assistant - cookie.admin@guidesontario.org
1/19/2019 12:09:12 PM