• Service Unit Leadership Appointment Letter

    Please review and sign the appointment letter for your leadership position. At this time, Product Program appointment letters are not included on this form.
  • Leadership Position(s)*

  • Service Unit Manager/Co-Manager

    The Service Unit Manager/ Co-Manager is a 3 term position appointed by the Regional Executive and is evaluated annually.

  • Function:

    To develop and maintain Girl Scouting in their assigned Service Unit by fostering community and offering support to all Girl Scouts of Middle Tennessee members in their Service Unit.

    Accountability:

    Appointed by and accountable to the Regional Executive. Term is three years, but will be reevaluated by the Regional Executive annually for renewal or dismissal.

    Responsibilities:

    • Support GSMIDTN and GSUSA policies, standards, and procedures.
    • Promote Council goals.
    • Work with Regional Executive to appoint other SU team members and support those members.
      Supervise and manage the SU team and ensure all members are fulfilling their duties
    • Work with New Leader Mentor to support and train new leaders and troops.
    • Host monthly meetings (in-person or virtual) and oversee agendas; plan engaging and valuable discussions, share volunteer newsletter (Council Service Unit announcements).
    • Host Service Unit annual planning meeting (summer) and host at least one event for the Girl Scouts in the Service Unit.
    • Attend Council-sponsored trainings for SUM position and encourage other volunteers to attend trainings specific to their role; ensure proper training is met by all volunteers.
    • Serve as a resource and guide leaders through myGS, our website, and other helpful tools
    • Utilize Looker as needed.
    • Support REs efforts by ensuring Troop Year End Reports are submitted by June 30
    • Provide a welcoming environment to all volunteers.
    • Work with the RE and SU team to evaluate at the end of each year, and focus on ways to grow and improve the overall experience within the SU.
    • Communicate with the Regional team on a monthly basis regarding the current status of the SU.

    Qualifications:

    • Registered as a Girl Scout–approved adult (18+) and has a current and eligible criminal background check on file with Girl Scouts of Middle Tennessee.
    • Supportive of Council’s goals.
    • Ability to maintain confidentiality with sensitive issues.
    • Strong leadership skills.
    • Strong conflict-resolution skills.
    • Strong organization and communication skills.
    • Willingness to create an inclusive space for volunteers.
    • Consistency in holding monthly meetings with engaging agendas.
    • Strong correspondence with RE to seek guidance and instruction.

  • Service Unit Treasurer

    The Service Unit Treasurer role is approved by the Regional Executive and is evaluated annually.

  • Function:

    To maintain accurate records of financial transactions and manage finances in their assigned Service Unit.

    Accountability:

    Appointed by and accountable to the Service Unit Manager and Regional Executive.

    Responsibilities:

    • Deposit funds received monthly.
    • Make payments and manage financial transactions for the SU.
    • Reconcile the SU checking account regularly.
    • Monitor spending and work with the SUM when planning expenses.
    • Assist troop leaders in efficiently managing troop checking accounts.
    • Assist in collecting troop year-end reports.
    • Complete Council required financial trainings.

    Qualifications:

    • Registered as a Girl Scout–approved adult (18+) and has a current and eligible criminal background check on file with Girl Scouts of Middle Tennessee.
    • Supportive of Council goals.
    • Ability to maintain confidentiality with finances.
    • Strong organizational skills.
    • Strong correspondence with SUM and Regional Executive

  • Service Unit Fall Product Coordinator

    The Service Unit Fall Product role is approved by the Regional Executive evaluated annually. An additional appointment letter is signed via a JotForm sent out by the Product Programs team each season.

  • Function:

    To support the troops in their assigned Service Unit throughout the Fall Product Program.

    Accountability:

    Appointed by and accountable to the Service Unit Manager, Regional Executive, and Product Programs Department.

    Responsibilities:

    • Attends Council Fall Product training to become familiar with procedures and objectives of the program.
    • Attends monthly Service Unit meetings during the Fall Product Program.
    • Meets all deadlines as required for the Council Fall Product Program.
    • Secures a delivery point for the Service Unit order delivery.
    • Assists Troop Fall Product Coordinators in the procedures and their specific responsibilities of the Fall Product Program.
    • Distributes troop materials to Troop Fall Product Coordinators once they have filled out the Troop Agreement Form.
    • Hosts Fall Product Training for Troop Leaders in Service Unit.
    • Hosts Fall Product Rally at SU level or provide support to host at Troop level.
    • Verifies troop entry of fall product order and reward orders in the M2 System by deadlines.
    • Distributes fall product orders to troops. Each troop should sign a Delivery Ticket receipt.
    • Maintains signed receipts for Council.
    • Maintains regular contact with the Troop Fall Product Coordinators throughout the program. Monitor for problems and successes.
    • Assists the Product Programs Department as needed.
    • Receives shipment of Troop Rewards and issue to Troop Fall Product Coordinators in a timely manner.

    Qualifications:

    • Ability to dedicate time needed to conduct Service Unit activities and trainings of the Fall Product Program from August to November.
    • Ability to interpret, support and assist others in the objectives of the program.
    • Strong computer skills and ability to direct others.
    • Ability to communicate and cooperate with adults from diverse backgrounds.
    • Ability to motivate Troop Fall Product Coordinators and problem solve in a positive manner.
    • Has no outstanding debt with Girl Scouts of Middle Tennessee.
    • Registered as a Girl Scout–approved adult (18+) and has a current and eligible criminal background check on file with Girl Scouts of Middle Tennessee.

  • Service Unit Cookie Coordinator

    The Service Unit Cookie Coordinator role is approved by the Regional Executive evaluated annually. An additional appointment letter is signed via a JotForm sent out by the Product Programs team each season.

  • Function:

    To support the troops in their assigned Service Unit throughout the Girl Scout Cookie Program.

    Accountability:

    Appointed by and accountable to the Service Unit Manager, Regional Executive, and Product Programs Department.

    Responsibilities:

    • Attends Council kick off & training to become familiar with processes and objectives of the Girl Scout Cookie Program.
    • Secures a delivery point for the initial cookie order if applicable.
    • Ensures all troops attend the SU training, reviews procedures and responsibilities with troops, and distribute program materials to troops that have signed agreements only.
    • Collects electronically signed Troop Cookie Coordinator Appointment Letters prior to distributing program materials.
    • Attends monthly Service Unit meetings during the Girl Scout Cookie Program.
    • Submits Service Unit booth locations by December and troop booth selections by January as required for the Girl Scout Cookie Program.
    • Verifies eBudde troop settings and contacts have been updated including designation of “Primary Contact” on each troop in the SU.
    • Verifies entry of troop initial cookie orders and all reward orders in the eBudde system by the specified date.
    • Facilitates delivery of initial cookie orders to troops, obtain signatures for receipt of cookies, and keep receipts for all cookies received and distributed.
    • Maintains regular contact with troops throughout program, monitors problems, and celebrates successes.
    • Verifies entry of Troop Final Reward Order in eBudde by the specified date.
    • Works closely with troops to complete and file any family or troop delinquency with proper documentation.
    • Receives shipment of Troop Rewards and issues to Troop Cookie Coordinators in a timely manner.

    Qualifications:

    • Ability to dedicate time needed to conduct Service Unit activities and trainings of the Girl Scout Cookie Program from November to April.
    • Ability to interpret, support, and train others in the objectives of the program
    • Strong computer skills and ability to direct others.
    • Ability to communicate and cooperate with adults from diverse backgrounds.
    • Ability to motivate Troop Cookie Coordinators and problem solve in a positive manner.
    • Has no outstanding debt with Girl Scouts of Middle Tennessee.
    • Registered as a Girl Scout–approved adult (18+) and has a current and eligible criminal background check on file with Girl Scouts of Middle Tennessee.

  • Service Unit Support Volunteer

    The Service Unit Support Volunteer role encompasses all other Service Unit positions and is approved by the Regional Executive evaluated annually. Positions may include, but are not limited to: Communication/Secretary, Outdoor Coordinator, New Leader Mentor, STEM Coordinator, Historian & Recruitment Liaison. All Support Volunteers must meet the qualifications outlined below.

  • Accountability:

    Appointed by and accountable to the Service Unit Manager and Regional Executive.

    Qualifications:

    • Registered as a Girl Scout–approved adult (18+) and has a current and eligible criminal background check on file with Girl Scouts of Middle Tennessee.
      Supportive of Council goals
      Strong organizational and communications skills
      Experience in managing events
      Understanding of Girl Scout safety guidelines
      Strong correspondence with SUM, Treasurer and Regional Executive
  • Service Unit Support Volunteer Role(s)

  • New Leader Mentor

  • Function:

    To promote the Girl Scout experience by providing New Leader workshops to groups and/or one on one training/mentoring throughout the Girl Scout year to first and second year leaders

    Responsibilities:

    • Attend Council trainings (SURGE, FVC, additional trainings as required)
    • Plan and execute New Leader workshops to cover Girl Scout yearly milestones (cookies, fall product, early bird renewal, end of year reporting)
    • Be a local contact to answer questions (kaper charts, managing finances, running a meeting, working with caregivers).
    • Collaborate with the SUM to include New Leaders in Service Unit events and trainings

  • Events Coordinator

  • Function:

    To promote the Girl Scout Leadership Experience by planning and hosting local events throughout the year.

    Responsibilities:

    • Attend Council trainings (SURGE, FVC, additional trainings as required)
    • Plan and execute events and activities for the girls in the Service Unit (one per year)
    • Recruit and manage events committee members to help execute events
    • Collaborate with the SUM and Treasurer to develop budget, calendar, etc.
    • Plan events that interest Girl Scouts of all levels
    • Complete Council required financial trainings
    • Coordinate with your regional team to host at least 1 recruitment event per year (Bring a Friend, Family Interest Night, etc.)
    • Work with Treasurer to deposit any event financials on a monthly basis

  • Outdoor Coordinator

  • Function:

    To promote the Girl Scout experience by planning and hosting local events throughout the year. Specifically Service Unit Camporee and Day/Twilight camps.

    Responsibilities:

    • Attend Council day-camp focused trainings, workshops, and meetings
    • Follow safety activity checkpoints set by Council (Designated First Aid volunteer, outdoor skills)
    • Maintain binder with Health Permission forms, registration forms for every attendee and volunteer.
    • Work with the Manager of Camp and Adventure Programs to host a day camp or twilight camp in the SU for girls
    • Work with the Manager of Camp and Adventure Programs to submit all needed paperwork each year.
    • Submit final paperwork and payment to the Manager of Camp and Adventure Programs no later than two weeks after the end of your camp.
    • Work closely with the SUM and Treasurer to maintain a budget
    • Recruit and manage a team of volunteers to assist in planning and executing camp

    Additional Qualifications for this position:

    • Certified in Outdoor Skills and Adult and Pediatric First Aid, CPR and AED
    • Understanding of Girl Scout Safety Activity Checkpoints guidelines and ability to apply these to running a camp program
    • Work with Volunteer Education Coordinator, Director of Girl Experience and Adventure Specialist

  • Communication/Secretary

  • Function:

    To promote the Girl Scout experience by assisting the Service Unit Manager with sending communications to troops and maintaining minutes at Service Unit Meetings/events.

    Responsibilities:

    • Attend Council trainings (SURGE, FVC)
    • Attend Service Unit meetings, record minutes of meetings and provide them to all troops and leaders on a communal digital platform.
    • Maintain the Service Unit calendar, provide up to date event information of local, Service Unit level and Council events to all troops in the Service Unit.
    • Promote upcoming events through communal digital platform.

  • STEM Expert

  • Function:

    To promote the Girl Scout experience by assisting the Service Unit with STEM focused programming and events.

    Responsibilities:

    • Attend Council trainings (SURGE, FVC, Older Girl Programming)
    • Work with Event Coordinator and Service Unit Manager to plan events
    • Assist Event Coordinator in organizing STEM opportunities for all ages within the Service Unit

  • Volunteer Awards Chair

  • Function:

    To promote the Girl Scout experience by tracking adult volunteer achievements.

    Responsibilities:

    • Attend Council trainings (SURGE, FVC, additional trainings as required)
    • Work with Service Unit Manager to distribute Volunteer Awards
    • Maintain a Volunteer Award database for the Service Unit members
    • Collect nominations for Service Unit Volunteer Awards and distribute

  • Older Girl Mentor

  • Function:

    To promote the Girl Scout experience by assisting the Service Unit in retention and participation of older girls.

    Responsibilities:

    • Attend Council trainings (SURGE, FVC, Older Girl Programming)
      Coordinate Service Unit opportunities for Higher Awards, Leadership, and Service Projects
    • Assist in Higher Award mentoring for troops and members, including being familiar with the higher award process and timeline.
    • Work with Community Service Coordinator to facilitate opportunities for Older Girls to complete service hours
    • Advise Older Girls in applying for scholarships and leadership programs.

  • Historian

  • Function:

    To promote the Girl Scout experience by assisting the Service Unit Manager with documenting and photographing Service Unit Events.

    Responsibilities:

    • Attend Council trainings (SURGE, FVC, additional trainings as required)
    • Maintain the Service Unit Facebook group along with the Service Unit Manager and Communications/Secretary.
    • Attend Service Unit Programming to document the events and maintain visual records.

  • Community Service Coordinator

  • Function:

    To drive the mission of Girl Scouts by assisting the Service Unit in fostering community service opportunities

    Responsibilities:

    • Attend Council trainings (SURGE, FVC, additional trainings as required)

    • Coordinate with Service Unit area for Community Service Opportunities

    • Plan and execute Community Service Events/Opportunities based on different level of scouts. (e.g. Daisies – clean up a flower bed, Cadettes – work at a food bank). At least one event per year that is accessible to each level of Girl Scouting.

    • Collaborate with the SUM and Older Girl Coordinator for overlap of events. Coordinate with SU Secretary for inclusion on the Service Unit Calendar.

    • Plan events that interest Girl Scouts of all levels

  • Recruiter/ School Liaison

  • Function:

    To promote the Girl Scout experience by assisting the RE with coordinating and planning with schools for a Girl Scout presence during spring and fall recruitment.

    Responsibilities:

    • Attend Council trainings (New Leader training, seasonal recruitment training)
    • Coordinate Service Unit presence at Family Interest Nights in the fall and Spring into Girl Scout events in the Spring.
    • Recruit and manage participating troops and older girls at Back to School Nights, Family Interest Nights and Spring into Girl Scout events.
    • Plan one Spring into Girl Scout event in April/May for rising kindergarteners and other girls who may be interested in joining Girl Scouts.
    • Collaborate with RE to provide supplies and programming as needed.
    • Work with Event Coordinator and Service Unit Manager to plan events.

  • Agreement

  • By signing below, I acknowledge that I have read and understand the responsibilities, expectations, and accountabilities associated with the position(s) indicated on this form. I agree to fulfill the duties of this role to the best of my ability in accordance with Girl Scouts of Middle Tennessee policies and guidelines, and I understand that this appointment is contingent on maintaining active membership and good standing with the council.

  • Date*
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