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FAQs Girl Registration

TOPICS

General Information

Online Registration

Payments

Receipts

Subsidies

Refunds

Placing Girls in Units

Families unable to use the Online System

Click on the topic to go directly to that section of the document. If you cannot find the answer to your question, please email information or call 1-800-565-8111.


GENERAL INFORMATION

Online registration 2014-2015 will be available to girls returning to the same unit at 10 a.m. Tuesday April 1, 2014.

Registration for girls advancing to another branch or changing units begins at 10 a.m. Thursday May 1, 2014. Girls returning to the same unit may continue to register.

Registration for new girls begins at 10 a.m. Monday June 2, 2014. Returning girls may continue to register.

Girls are registered into a branch of Guiding based on their birth date.

Birth Year Branch Level
2008 or 2009 Sparks
2006 or 2007 Brownies
2003, 2004 or 2005 Guides
2000, 2001 or 2002 Pathfinders
1997, 1998 or 1999 Rangers
Between 1997 and 2000 Trex or Extra Ops

Online registration is a fast, easy and convenient way for parents and guardians to register their girls as members of Girl Guides of Canada-Guides du Canada. Using online registration, families are able to create a family account online, view and update their girls’ personal information, select a unit, pay using credit card or PayPal, receive confirmation of the registration and a receipt. The process takes about 15 minutes to complete.

As part of the online registration process, families are able to apply for fee subsidies and families registering more than two girls will automatically receive a family discount of 50% for the third and subsequent daughter’s registration fees.

To use the online system, you will need access to the internet (high speed connection recommended), an email account, your daughter’s/ward’s iMIS number (sent to girls re-regstering in late March) and a credit card or PayPal account.

If you registered online last year:

  • Login to your family account here to register your daughter/ward. Note: the girl is not registered until the payment is processed.

If you are new to online registration:

  • Click here to create a family account with a username and password. The username is your email address.
  • Receive an email confirmation of the family account setup and click on a link within the email to activate the account.
  • Login to the family account to register your daughter/ward. Note: the girl is not registered until the payment is processed.

The membership fee for the 2014-2015 Guiding Year is $150.

The membership fee for the third and subsequent daughter’s registration is $75 (Family Discount).

For each online payment processed, a $4 transaction fee is charged. So, if you register 3 daughters and pay for all of them at the same time, there will be one transaction fee.

Financial assistance is available for girls who would otherwise not be able to join Guiding due to lack of funds. Families are required to pay a minimum of $70 for each girl registering. The remaining $80 is eligible to be considered for subsidy.

Payments may be made by Visa, MasterCard (including some prepaid credit cards) or PayPal linked to a credit card or bank account.

Where does the girl fee money go?

$19 is for the unit for ongoing unit operation costs
$50 is the national Membership Fee
$81 goes to Ontario Council to support:

    • Camping support for girls
    • Program resources for girls
    • Meeting space fees for regular unit meetings
    • Province-wide events for girls
    • Fee Subsidy program
    • International trip support for girls
    • Scholarships for girl members
    • Training and education for adult members
    • Police Record Checks for new adult members
    • Ongoing operations of Guiding in Ontario.

 

ONLINE REGISTRATION

Can I ask my daughter’s/ward’s Guider to register her on my behalf?

No. Online registration is an agreement between the parent/guardian and GGC and the parent must confirm that they have read and understood the Membership Agreement and Code of Conduct.

Can I register other people’s children?

No. Online registration is an agreement between the girl’s parent/guardian and GGC and the parent must confirm that they have read and understood the Membership Agreement and Code of Conduct. You would not sign the paper form for another child - the online form is the exact same document, only the parent or legal guardian can attest to the agreements.

My daughter/ward is registered in two units, what do I do?

Girls can only register in one unit through the online system. Register her online for her Guide, Pathfinder or Ranger unit and then, once she is registered, send an email to the Community Office or call 1-800-565-8111 requesting that she also be registered in the second unit.

My daughter has special needs and is older than the other girls in her unit. Can she register online?

No. The online registration system automatically selects the branch based on the girl’s birth date. Please call 1-800-565-8111 to request a paper forms package. Note: The girl is not registered until the completed paper forms and payment are processed at the Community Office.

I do not have email – how will I register my daughter/ward?

You will be mailed the information required to register online. You will then have the option to register online or request a paper package. Call 1-800-565-8111 if you need assistance.

I do not have a Credit Card or PayPal account – how will I register my daughter/ward?

You can set up a PayPal account through the PayPal website. A PayPal account can be linked to a credit card or bank account. Families can also use a pre-paid credit card –the value should cover the registration fee, the transaction fee and the card activation fee. Please note that not all Visa/MasterCard Debit or Prepaid cards are accepted and it is advisable to use credit cards or PayPal. If that is not an option, please call 1-800-565-8111 to request a paper forms package. Note: The girl is not registered until the completed paper forms and payment are processed at the Community Office.

I do not want to use the online system – how will I register my daughter/ward?

The online system is the fastest way to ensure your daughter/ward is registered in the unit of her choice. If necessary, call 1-800-565-8111 to request a paper forms package. Note: The girl is not registered until the completed paper forms and payment are processed at the Community Office.

I do not want to enter my credit card details online – how will I register my daughter/ward?

Families can use a pre-paid credit card –the value should cover the registration fee, the transaction fee and the card activation fee. Please note that not all Visa/MasterCard Debit or Prepaid cards are accepted and it is advisable to use credit cards or PayPal.
If this is not an option, please call 1-800-565-8111 to request a paper forms package. Note: The girl is not registered until the completed paper forms and payment are processed at the Community Office.

 

PAYMENTS

How do I know that the information I enter on the website is secure?

The website is set up so that, as information is typed, transmitted and received, it is encrypted. Girl Guides of Canada–Guides du Canada privacy policy can be accessed here.

How do I setup a PayPal account?

You can set up a PayPal account through the PayPal website.   The PayPal account can be linked to a credit card or bank account.

Why is there a $4 transaction fee?

This is the fee charged to GGC to process the online payments and none of it is kept by Girl Guides of Canada-Guides du Canada.

Is the $4 transaction fee payable for every girl?

The fee is per transaction. If you register 3 girls all at the same time, there is one payment transaction for all 3 girls and 1 transaction fee.

Do all girls have to be registered at the same time to receive the Family Discount?

No. The system recognizes when a third girl is added to a family account and the family discount is applied automatically.

I am paying registration money now, when does the Guiding year start?

The Guiding year is from September 1 to August 31. The fee is the cost of the annual membership for 2014-2015.

What does ‘non-transferable’ mean with regard to the payment?

‘Non-transferable’ means that it applies to one girl only and is applicable to the 2014-2015 Guiding year. It cannot be transferred to another girl or sibling for any reason.

Do I have to pay now or can I indicate that my daughter/ward is returning and then pay in the fall?

Payment is required to complete the registration and secure a spot in the unit. You may choose to register online in the fall, but your daughter/ward will not receive priority placement and their registration will be dependent upon available space at that time.

Receipts

When your online registration has been completed you will be automatically issued an electronic receipt.  If you have any questions, did not receive your receipt, or lost your receipt please contact the National office at taxreceipt@girlguides.ca
For parents who registered by paper, tax receipts will be issued in February.  If you have not received your tax receipt by early March please contact the Unit Administrator at 1-800-565-8111.

 

SUBSIDIES

Will I be required to pay some portion of the fee if I am applying for fee subsidy?

Yes. Families are required to pay a minimum of $70 for each girl registering. The remaining $80 is eligible to be considered for subsidy. You will submit the fee subsidy application online and confirmation of the approved subsidy amount will be displayed on the screen. When you go to the payment screen, the fee subsidy and family discount (if applicable) will be applied to the membership fee and you will be asked to pay the balance to complete the registration.  

What if I require a subsidy and cannot pay the balance now?

Please call 1-800-565-8111 for assistance.

See also the section Families unable to use the online system

REFUNDS

Will I get a refund if my family situation changes and my daughter/ward does not return?

  • A full refund will be issued if Girl Guides of Canada, Ontario Council is unable to provide placement in a unit or a unit is closed due to low enrolment or for unforeseen circumstances
  • A full refund less $20 administration fee will be issued if the Parent/Guardian notifies the local community office of the cancellation/withdrawal prior to the start of the fourth scheduled unit meeting
  • In cases where a girl joins after the unit meetings have started, refund will only be considered prior to the fourth scheduled unit meeting from her date of joining. Refund is not based on attendance at the unit meeting

The girl can also join as a Lones Member and participate in the program of her branch by correspondence. For more information, see Registration for Lones or contact the Lones Unit Administrator  or call 1-877-323-4545, ext. 3104.

How do I apply for a refund?

Notification may be made by phone, fax, email or letter to the local community office. Please call 1-800-565-8111 for assistance.

 

PLACING GIRLS IN UNITS

How do I know what units are available for next year (time, place, etc.)?

The Unit Finder searches by postal code to find units. Select the branch level and, if required, meeting days, then the location of all the units that meet the selection are displayed. Click on a Trefoil to see detailed information. You may need to zoom out to find suitable units. You can access the Unit Finder here.
The Unit Finder has details of all units across Canada so if you are moving to a different province or into Ontario you can use the Unit Finder to register your daughter/ward. If you cannot find a suitable unit, please call 1-800-565-8111 for help.

My daughter/ward wants to join, but is not able to fit the meeting times into her schedule. What can she do?

She can join as a Lones Member and carry out the program of her branch by correspondence. For more information, see Registration for Lones or contact the Lones Unit Administrator or call 1-877-323-4545, ext. 3104.

My daughter/ward has special needs. Can she join a Unit?

Yes. Please call 1-800-565-8111 for help.

There are no spaces in the unit I want, what do I do?

If a unit is full, the online registration process will offer the option to be waitlisted for the unit or return to the map to select a different unit. If you choose to be waitlisted and a spot opens up in the unit, you will receive an email to indicate a spot is available and you will have 3 business days to complete the registration. If you do not complete the registration within 3 business days, your daughter/ward is removed from the waitlist and the spot is offered to the next girl on the waitlist.

My daughter/ward registered in the spring and now the unit has to close. What will happen to my daughter’s/ward’s registration?

Every attempt will be made to place your daughter/ward in another suitable unit. If Girl Guides of Canada, Ontario Council is unable to provide placement, a full refund would be provided.

Can I register my daughter's sister as a new Member before June 2?

Only currently registered Members are eligible for priority renewal. The sister will be able to register when open registration begins on June 2. If she is the third child registered in a family, then she will receive the family discount regardless of when her sisters were registered.

Can I register my daughter's friend?

No. Registration is an agreement between the girl’s parent/guardian and GGC and the parent must confirm that they have read and understood the Membership Agreement and Code of Conduct. A parent should not sign the paper form or attest to the Membership Agreement for another child. Only the parent or legal guardian can attest to the agreements.

What if I do not want to renew my daughter’s/ward’s registration at this time?

The renewal process offers a benefit to our currently registered Members. Your daughter/ward may still return in the fall, but she will not receive priority placement and her registration will depend on available space at that time.

If I move after renewing my daughter’s/ward’s membership, will her membership be transferable to a Unit near her new home?

Yes, her membership is transferable to another unit within Ontario. Contact the community office for help with the membership transfer. They can also provide contact information for the new community within Ontario or information on how to contact Guiding organizations in other provinces/countries. The National membership and the National portion of the membership fee ($50) are transferable within Canada.

 

FAMILIES UNABLE TO USE THE ONLINE SYSTEM

I am not sure if I am able to use the online system.

The majority of families will be able to register online including families who:

  • are registering a third or subsequent daughter. The discounted registration fee of $75 (Family Discount) is applied automatically by the online system.
  • are applying for a fee subsidy. The fee subsidy application is part of the online system. The approved subsidy amount will be applied to the membership fee and parents will be asked to pay the balance.
  • don’t have a credit card. Families can create a PayPal account linked to their bank account or they can use a pre-paid credit card –the value should cover the registration fee, the transaction fee and the card activation fee. Please note that not all Visa/MasterCard Debit or Prepaid cards are accepted and it is advisable to use credit cards or PayPal.
  • have a daughter/ward registered as a Lone including Junior Leaders.

In the following circumstances, paper forms are available, please call 1-800-565-8111 for help.

  • Portion of the membership fee is paid for by a third party organization
  • You do not have an email address
  • Other exceptional circumstances as approved by Unit Support Manager

I do not have a credit card or PayPal account – what other forms of payment are accepted?

A pre-paid credit card may be used online. Please note that not all Visa/MasterCard Debit or Prepaid cards are accepted and it is advisable to use credit cards or PayPal. A cheque, bank draft, postal order or money order may be submitted with the paper forms.

When will my cheque be cashed or credit card charged?

Payments will be cashed or charged when the girl is placed in a unit. It is the parent’s responsibility to ensure that sufficient funds are available in their account.

Can I pay in cash?

Cash may be used to purchase a) a bank draft, b) a money order or c) a postal order (available at all Canada Post locations). The payment with the forms is sent directly to the community office.
In limited circumstances, if you live within travelling distance to our offices in Hamilton, Mississauga, Newmarket and Toronto, you may deliver the cash payment and registration documents in person, during business hours.

I am not able to use the online system to register. How do I apply for a subsidy?

To apply for a subsidy when using the paper forms, you will complete an online form on the provincial website. A confirmation showing the amount of subsidy will be emailed to you. You mail the A.5P Membership Application, fee subsidy confirmation and the balance of the membership fee to the community office.

If you do not have access to the internet, please call 1-877-323-4545 ext 2489 and speak with the Membership department to complete the application.

See other Subsidy questions.

If I send the registration form to the Community Office with no money, will my daughter/ward be registered?

If the registration form is submitted without payment, the application will be held until payment is received. The date that the payment is received will be considered to be the application date. No registration will be processed without payment.