NAT – MarComm Request Form – Girl Guides of Canada-Guides du Canada

"*" indicates required fields

Please use the below form to request support from the Marketing & Communications Department.

Please note lead times required for services. Requests should be submitted as early as possible so work can be scheduled. As much of our work is contingent on other components (i.e. design needs to be consulted during copy writing but needs final copy to start actual design of a document), projects with more than three (3) services should be briefed in no later than eight (8) weeks from go live date. We will always do our best to hold to committed timelines, but urgent priority work may require project timelines shift.

Once your request has been received and assessed, you will get an email from the staff member assigned to your task who may have further questions to confirm your project details and provide estimated timelines for completion. Large projects will require a follow-up meeting to discuss scope and resourcing. Questions can be directed to the MarComm department at commhelprequests@girlguides.ca.

Upcoming service alert
We will not be able to accommodate deadlines of May 13 or May 14 as the team will be participating in a Brand and Business Development retreat. Please include at least two extra business days in your requests.

No projects due: Tuesday, May 13 or Wednesday, May 14

Upcoming Statutory Holiday alert
Please include at least one extra business day in your requests to accommodate for the following upcoming stat holiday:

Victoria Day: Monday, May 19

Name*

First Last

This request is for a*

Nationwide project

Provincial council project

Provincial Council*

Email*

Enter Email Confirm Email

Secondary Contact Email

Enter Email Confirm Email

Department*

Project Name*

General description or provide name of larger initiative (i.e. Try Now, Join Later) if appropriate.

What service are you requesting from MarCom?*

Please review the lead time* for each task type as indicated below.
*These timelines may change depending on volumes.

Forms
2 business days for simple Gravity Form edits
A minimum of 5-7 business days for new forms, depending on complexity of the project
Copy Writing
A minimum of 2 weeks depending on length of copy
Copy Editing
Aminimum of 2 weeks depending on length of copy
Targeted Email
a minimum of 2 weeks plus an additional 3 days minimum if translation is required
Please note: this timeline is for approved copy. If copy writing and/or copy editing is required, please add the appropriate time for these tasks
Guidepost
This form does not book Guidepost stories. Please complete the Guidepost booking form.
Translation
Add a minimum of 3 business days ( standard size emails, copy updates to existing French copy) and a minimum of 7 business days for larger, more complex projects
Design
1 week for icons and crests
3 weeks for one-page files such as posters, postcards, campaign toolkits such as multi-media products
Up to 6 weeks for large reports, other design projects to be discussed with MarComm staff
Please note: Design will only begin when copy is finalized. Timelines allow for a maximum of 2-3 design revisions. Additional revisions will impact timelines
Print Production
Contact Mary Vincent or Mary Porto
Social Booking
1 month in advance of targeted posting date
Social Content Creation
Single social post – 2 days
1-3 social posts – 1 week
Full social media plan – 2 weeks
Website
5 business days for standard web updates
7 business days for multi-page updates, depending on the complexity of the project
Contact Mary Vincent or Mary Porto for same-day urgent requests.

You selected Social Booking or Social Content Creation. Our social media channels are Facebook, Instagram, Twitter, Pinterest, LinkedIn and YouTube. This selection is not for updating our websites. If you want to request a website update, please select Website above.

Please complete the GuidePost submission form. Complete the MarComm request form if you need to add content to the website that is associated with a GuidePost story.

Please contact Mary Vincent or Mary Porto.

Is translation required?*

Translation can take at least 48 hours after final English copy has been approved. Please allow extra time for projects that require translation.

Yes

When do you need translation to be ready?*

Please visit the Information Collection Guidelines and Procedure Page on SharePoint to learn more about GGC's forms data collection policies.

What kind of form do I need?

Approved GGC forms options:

Gravity Form: Public or Guider-facing forms, branded and posted to the website or MZ. Canadian data storage (preferred). MarComm creates Gravity Forms. This form is a Gravity Form.

MS Form: Internal form, non-branded, can be created yourself via your Office 365 account. American data storage (not preferred, so limited internal use).

Alchemer: Anonymous surveys. Software seat-holder can create.

Informz Landing Page: For Aquisition use only, to be attached to an automated email journey. Consultation with MarComm required.

Member Zone Form: For Member Zone iMIS data connected forms. IT will create.

Fillable PDF: For specific purposes that require a PDF where information cannot be collected via digital form.

In order to protect the privacy of our members, no other forms software should be used for GGC online forms, including Google forms. If you have existing forms you would like to convert to Gravity Forms, please contact MarComm for a consultation.

Select the type of form you need*

Gravity Form

Microsoft Form

Survey

Informz Landing page

MemberZone Form

Please visit the Digital Learning Hub SharePoint site to request MS Forms access.

To request access to Alchemar, contact Yasmina Maitland at maitlandy@girlguides.ca.

Please contact Mary Porto (portom@girlguides.ca) to schedule a meeting with MarComm about Informz Landing pages.

MZ form requests will be forwarded to IT for approval and programming. You may use this form to request an MZ form from IT.

Form request*

Data Collection*

Collecting and managing people’s data, especially personally identifiable information, is a serious responsibility. Whether you are using Gravity Forms, the MS Tool associated with your GGC Office 365 account or a different tool, follow these guidelines.

For more information about Protecting Your Paperwork, please refer to Safe Guide.

The principle of minimum viable data collection should guide your decisions for what to ask people when creating a survey or form. For example, if you are collecting general information that doesn't need to be linked to a specific individual, don’t ask for their names and email addresses.

- Keep forms short and easy to complete; the fewer questions, the better!
- Collect only the data you need to meet your need.
- Do not collect personally identifiable or sensitive information (including but not limited to birthdates, home or postal street number and street name, health information, credit card numbers, banking information, driver license numbers, SIN numbers, passport numbers, other identification numbers or codes, passwords). Only collect phone numbers or email addresses if absolutely necessary.
- Our Privacy Statement outlines how and why GGC collects, stores, and destroys individuals’ personal information. You should read the policy and be familiar with your obligations under it.

Be conscious of the data you’re collecting, both online and offline. For example, if you are printing forms to review, you must properly dispose/shred any paper with personal information (such as names and email addresses). Don’t just toss it in your recycle bin!

Delete collected data on an annual basis. If you are using Microsoft Forms, you can delete all the responses in a Form if you'd like to keep the questions to use in the next Guiding Year or you can delete the entire Form. If you are requesting a Gravity Form, the data will be automatically deleted one year after the creation of the form. If you download form reports from Gravity Forms, it is your responsibility to destroy that data on an annual basis, or when the intended use of the data has expired.

Only use the information for the purpose for which it was provided and collected.

I have read, understood, and agree to abide by the above guidelines regarding information collection.

How many forms do you need creating/editing?*

One form

Multiple forms

Are your forms related to the same project?*

Yes, my forms are for one project

No, my forms are unrelated to each other

Please complete a seperate MarComm request form for each form you require. The MarComm request form is designed to book related components of projects, not multiple projects.

Name of new form*

When do you need the form to be ready?*

Please provide a date/timeline

Where on Member Zone should your form be posted?*

Where on the website do you want the form posted?*

Gravity Forms all have to be posted somewhere on the site (girlguides.ca, Member Zone or provincial site), even if they are not displayed in the navigation or linked from another page. If you're not sure where your form should be posted, note that here.

Will this form be advertised in GuidePost?*

Yes

Not sure

Which edition of Guidepost?*

Confirmations*

Please select any required confirmation options:

none

Message on the same page as the form

Message on a new page

Confirmation details*

Please provide details for the confirmation here

Data*

Data needs to be stored

Data only needs to be emailed

How and by whom should the data be accessed?*

Who should be notified of the submission and how?*

URL (website page) of existing form*

Does your form need to open/close on a specific date?*

Yes

No, leave the form on the site indefinitely

Do you need individual email notifications when someone submits a form?*

Yes

Scheduled start date

Scheduled close date*

Scheduled Close Time

Note: 12 a.m. is the morning of the date you choose, not the night (i.e. midnight on March 10 is actually 12 a.m. March 11). Closing times are in ET - please adjust for your timezone.

Message(s) to appear when form is pending or closed

i.e. This form is no longer available. Please contact us at info@girlguide.ca.

Please describe edits*

i.e. Remove a field, edit text, add field, edit email address for notifications etc. Please be specific.

Conditional logic allows you to configure your form to show or hide fields, sections, pages or even the submit button based on user selections. Ask us how we can configure conditional logic and what form fields are available for Gravity Forms.

New form description

Type or copy and paste instructions here, or paste the link to a shared file (please share with taylorblaisc@girlguides.ca, greencornm@girlguides.ca, singhs@girlguides.ca and dagostinoj@girlguides.ca) or upload a document in the field below. Include any pertinent instructions, field names and types and conditional logic requested.

New MZ form description

Type or copy and paste instructions here, or paste the link to a shared file or upload a document in the field below. Include any pertinent instructions, field names etc.

Please include the following information:

iMIS information - what information you need pulled from iMIS, and what information you want to write to iMIS
Which fields are required fields
Which fields need to be validated and how

New form description

You may upload a word, excel or PDF document with the details of your new form or supporting documents here. Include any pertinent instructions, field names and types and conditional logic requested. You may upload multiple documents.
Note - if you get this error message -200 HTTP Error - when uploading your file, please email the file to commhelprequests@girlguides.ca.

Drop files here or

Accepted file types: doc, docx, pdf, jpg, xls, xlsx, png, jpg, Max. file size: 8 MB.

New MZ form description

You may upload a word, excel or PDF document with the details of your new form or supporting documents here. Include any pertinent instructions, field names and types and conditional logic requested. You may upload multiple documents. Note - if you get this error message -200 HTTP Error - when uploading your file, please email the file to commhelprequests@girlguides.ca.

Drop files here or

Accepted file types: doc, docx, pdf, jpg, xls, xlsx, png, jpg, Max. file size: 8 MB.

Confirmation screen message*

What would you like the submitter to see once they have hit submit? i.e. Thank you for your submission

Notification emails*

Enter a list of email addresses for notification emails (staff, submitter, volunteer etc.) and the message you would like to appear in the email. One email address per line - click the + icon to add more rows. Notification emails can be programmed with conditional logic (i.e. a selected field can trigger an email notification to a certain person). For example, by selecting Gravity Form on this form, a notification email is sent to commhelprequests@girlguides.ca.

Email address

Message

Include all fields? Y/N

Does your message require personalization?*

i.e. fields in iMIS populated in the message body, like first name or iMIS id.
If you have questions about personalization in Informz messages, please reach out to MarComm at commhelprequests@girlguides.ca.

Yes

July/August: Please contact IT to pull Unit Guider target lists from iMIS for Unit Guiders registered in the upcoming Guiding year. Please allow IT up to 7 business days to create your target list. You are responsible for cross-checking the data they provide against the parameters you requested.

Email target audience*

Please note - to comply with Canadian Anti-Spam Legislation (CASL) and GGC policies we can only email people aged 14+.

Please make sure to coordinate your target list pull with IT by emailing Membership Systems, allowing seven business days for them to prepare the list, or provide a final target list to the MarComm person assigned to your message. You are responsible for cross-checking the data on the list with your requirements. Updated: If your message is targeting adult members (all or by provincial council, area/admin community or district), caregivers (all or by provincial council), Treasurers (district and/or unit), Unit Guiders (all or by branch and/or provincial council) and does not contain personalization beyond first name, MarComm can run that report at the time of the mailing and you do not need to make a special request to IT.

Please describe your target audience*

Which Province(s) do you want to include?*

Alberta Council

British Columbia Council

Manitoba Council

Newfoundland and Labrador Council

New Brunswick Council

Nova Scotia Council

Ontario Council

Québec Council

Saskatchewan Council

Select branch to target*

Sparks

Embers

Guides

Pathfinders

Rangers

Trex/Extra Ops

Please contact IT to pull your target list from iMIS. Please allow IT up to 7 business days to create your target list. You are responsible for cross-checking the data they provide against the parameters you requested.

Which provincially specific region do you want to target?*

i.e. Area, District or Admin Community etc.,

Which positions do you want to target?*

i.e. Treasurers, Contact Guiders, Area Commissioners, District Commissioners, ACLs etc.

Email Deployment Date*

mm/dd/yyyy

Is the deployment date flexible?*

yes

Do you need to auto-resend the message to no-openers?*

Not available for Transactional messages. There is an option in Informz to automatically re-send your message to those on your list who did not open the original message. Please consult the email publishing calendar to select the best re-send dates before requesting this service.

Yes

Auto re-send date*

Auto resend time (EST)*

Consider the time zones of your recipients to avoid sending messages too early in the morning.

Do you need access to the reports for this email?*

Yes

List email addresses for report access*

Reply-To Email address for message*

Please note, the "from" address will be pre-set to GGCweb@girlguides.ca in order to avoid sharing Mimecast security links and spam filters. The reply-to can be customized.

Proposed Subject Line

Leave blank if you would like MarComm to create the subject line

Proposed Preheader

Leave blank if you would like MarComm to create the header.

A preheader is the short summary text that follows the subject line when viewing an email from the inbox. Many mobile, desktop and web email clients provide email preheaders to tip you off on what the message contains before you open it. In Outlook, the preheader will also appear in light grey text at the top of the message.

Proposed Body

- Leave blank if you would like MarComm to create the body, or

- Include a link to a shared document (preferred over file upload), or

- Upload your content in the next field.

Include any external links, bullet points for copy creation, imagery ideas etc.

Alternately, you can download our Email Copy Deck template tool and share content and edits with your assigned MarComm team member via One Drive or SharePoint.

Upload Content, images and/or custom target lists

Optional - upload your content, images, and/or target lists here. If you are uploading your own target list, make sure to include iMIS numbers with email addresses and exclude the no-email field. Please note, sharing a OneDrive or SharePoint file is preferred over uploading here, to ensure we are working on the most up to date version of the file.
If a red X appears after you select your file for upload, that does not indicate an error - it simply allows you to remove the document in case you selected it in error. (Not applicable to all browsers).
note - max file size is 10MB. If your file exceeds 10MB, please contact us at at commhelprequests@girlguides.ca.

Note - if you get this error message -200 HTTP Error - when uploading your file, please email the file to commhelprequests@girlguides.ca.

Accepted file types: doc, docx, xls, xlsx, pdf, jpg, png, pdf, gif, Max. file size: 8 MB.

Is there anything else MarCom should be aware of?

You can use this field to share Onedrive/Sharepoint links to your files. If you are sharing your own target list, make sure to include iMIS numbers with email addresses and exclude the no-email field.

Copy Writing Target Audience*

select all that apply

Parents

Adult members

Girls

Girls 14+

Senior Volunteers

Other

You selected "other" target audience. Please describe below.*

Copy Writing Due Date*

mm/dd/yyyy

What message are you trying to convey?*

Please provide details, or links to shared documents here

What will the copy be used for and what format does it need to be created in?*

i.e. Web page, Member Zone document, email, report, PDF, advertisement, Word doc etc.

Please list any requirements, other considerations or comments about the copy

Copy Editing Target Audience*

select all that apply

Parents

Adult members

Girls

Girls 14+

Senior Volunteers

Other

Copy Editing Due Date*

mm/dd/yyyy

What is the message are you trying to convey?*

Where will the edited copy live?*

(ie. online in Member Zone, Word Doc, etc.)

How many pages of copy?*

Links to shared files

Share your copy via One Drive or SharePoint by including links below, or upload your copy in the next field.

Upload your copy

Note - if you get this error message -200 HTTP Error - when uploading your file, please email the file to commhelprequests@girlguides.ca.

Drop files here or

Accepted file types: pdf, doc, docx, jpg, png, gif, Max. file size: 8 MB.

Date you would like to book*

Post Date*

mm/dd/yyyy

Target Audience for social post*

Please select all that apply

Girls

Guiders

Parents

New to GGC

What are your goals and what does success look like?*

What are the key messages?*

What action(s) do you want our audience to take?*

Visit our website or click on a specific link, register a child or as a volunteer, share this post, leave a comment, etc.

Links

Please share One Drive or Share Point links to your content and/or images, logos etc., or upload in the next field.

Upload content, logos or images here

note - max file size is 8MB. If your file exceeds 8MB, please contact Stacey Boag at boags@girlguides.ca.
Note - if you get this error message -200 HTTP Error - when uploading your file, please email the file to commhelprequests@girlguides.ca.

Drop files here or

Accepted file types: doc, docx, pdf, png, gif, jpg, eps, Max. file size: 8 MB.

What are you requesting?*

(ie. crest, badge, document layout, etc.)

Design Due Date*

dd/mm/yyyy

Who is the audience?*

(ie. internal, external, provincial, branch etc.)

Project type*

Digital

Print for black and white

Does this design need translation?*

English only

Bilingual

Seperate French and Engish

Where will it live?*

(ie. what platforms? Social, online platform, online store etc.)

Do you need the design to be interactive or fillable?*

i.e. links or fillable sections in pdf etc.

Yes

Has this been done in the past?*

Yes

No, this is a new project

Upload the previous version

note - max file size is 8MB. If your file exceeds 8MB, please contact Marina Fedoran at fedoranm@girlguides.ca.
Note - if you get this error message -200 HTTP Error - when uploading your file, please email the file to commhelprequests@girlguides.ca.

Drop files here or

Accepted file types: pdf, jpg, gif, doc, docx, eps, png, Max. file size: 8 MB.

Is there anything you’ve seen that you’d like to emulate?

Describe here or upload image in the next field

Upload inspiration image(s)

Drop files here or

Accepted file types: pdf, jpg, gif, doc, docx, eps, png, Max. file size: 8 MB.

What are you requesting?*

(ie. pamphlet, poster, stationary etc.)

Website*

Note: Google Analytics are currently tracked for all web pages and links

Create page

Edit/Update page

Upload/update/delete web slider

Member Zone (page / permissions)

Request Google Analytics report

Vanity URL

Other

How many pages do you need creating/editing?*

One page

Multiple pages

Are the pages related to the same project?*

Yes, the pages are for one project

No, the pages are unrelated to each other

Please complete a seperate MarComm request form for each page creation, edit or update you require. The MarComm request form is designed to book related components of projects, not multiple projects.

Page retirement date - leave blank for ongoing pages

If this page will need to be retired/deleted after a certain period; enter the retirement date. For permanent pages which leave blank.

When does your page need to be ready?*

Is your web page associated with an upcoming GuidePost story?*

Yes

Not sure

Which edition of Guidepost?*

Does your Member Zone update include sensitive or confidential documents that need to be protected from public google search?*

If you are not sure if your document is sensitive/confidential, reach out to your manager for clarification before submitting this form.

Yes

Project information*

Please provide some details about your project in the space provided below. Include everything you think we need to know, including instructions.

Share your project files*

MS Word, Excel, PowerPoint, PDF, images, etc.

Please upload all your project files to a folder in OneDrive or Share Point and share your folder with the person taking care of your request and Ciara Lynch. If you are not sure who your assigned MarCom staff person is, wait for them to respond to your request.

Web requests: Jenifer Edwards, Chloé Taylor-Blais, Jonathan Dagostino and Morgan Greencorn
Targeted Emails: Mary Porto, Mariah Lima, Chloé Taylor-Blais and Jonathan Dagostino,
Graphic Design: Marina Fedoran and Zoe Peters
Social: Stacey Boag.

Copy and paste the folder link(s) below. If you have more than one folder, paste all links below.

Please list page URLs/links*

e.g. https://www.girlguides.ca/web/GGC/Join_Us/GGC/Join_Us/Join_Us.aspx

Other

Tell us what you need, ie. new video, photos, edit audio, etc.

CAPTCHA

If a CAPTCHA error occurs, try opening the form in a Private Browsing or Incognito Tab. You can also try clearing your browser cache (cookies). We recommend completing our forms on a desktop computer, using Chrome or Firefox.

You selected multiple unrelated forms or website updates above. Please complete a separate MarComm request form for each form or web update you require and select single form or web page above in order to submit this request.