Policies and Forms

GA MGEV Program Policies

Our Purpose, Vision, and Mission

The Master Gardener Extension Volunteer (MGEV) Program in Georgia is a volunteer program designed to help University of Georgia Extension meet its mission to extend lifelong learning to the people of Georgia. MGEVs are plant enthusiasts who help Extension transfer research-based information about gardening and related subjects to the public by partnering with volunteer educators. Master Gardener Extension Volunteers are active in many Georgia counties. Through this program, Extension is able to reach out and serve more citizens with educational programming and demonstrations. The Georgia MGEV Program is focused on extending education in five priority areas, referred to as state initiatives. These priorities include:

• Environmental Stewardship - Increasing consumer awareness and knowledge of landscape and garden management for the optimum use and protection of the environment, including management of all aspects of the residential landscape (soil, plants, insects, diseases, and wildlife); and understanding and proper use of equipment, pesticides, fertilizers, and other landscaping inputs to have the greatest value with little negative impact on the environment.
• Value of Landscapes - Developing within communities the knowledge and skill to ensure proper design, installation, and maintenance of sustainable landscapes for economic benefit to residents, state and local government employees and agencies, and professionals in impacted fields, such as tourism and real- estate development.
• Health Benefits of Gardening - Teaching the value of the interior and exterior landscape to human health, well-being, and quality of life, transferring knowledge and skills to intended audiences that they might utilize this information for personal health and a healthier workplace and community.
• Home Food Production - Teaching the benefits of home food production and developing skills and knowledge in growing food, managing community gardens, or contributing to food banks or kitchens.
• Gardening with Youth - Increasing young people’s awareness and understanding of the value of horticulture and landscaping, using horticulture as a tool to increase responsibility and leadership for youth, and teaching individuals and professionals (i.e., teachers and therapists) how to use horticulture to reach young people.

The program's vision is to share the art and science of horticulture to foster healthy, greener communities. Our mission is to assist UGA Extension in providing consumer horticulture information and services to Georgia communities. We will achieve our mission with science-based resources, volunteer services, collaborative partnerships, and knowledge and experience.

The purpose of the Master Gardener Extension Volunteer Program in Georgia is to increase Extension's capacity to educate the public about consumer horticulture and gardening topics. To build a consistent and cohesive MGEV program across the entire state of Georgia, the following policies and procedures serve as the foundation for agents, staff, and individuals connected to the Georgia MGEV program.

It Starts in Your County

Successful Georgia MGEV programs function under the direction of a local Extension agent, a local Program Coordinator or program assistant, and a team-based organizational structure.

The local Extension Agent or Program Coordinator guides trainees through the initial training program to become a volunteer and then directs the educational programming conducted by MGEVs. Coordinators approve all projects to be conducted under the auspices of UGA Extension. Extension agents and program coordinators are encouraged to establish a team-based organizational structure for the MGEV program and have regularly scheduled planning sessions with team leaders for communication, decision-making, and project approval. Often, this takes the form of a Master Gardener Organization.

A team-based structure includes a tier of project/team coordinators and supporting team members who collaborate with UGA Extension to develop educational programming. Team leaders participate in regular planning sessions with the Agent/Program Coordinator to ensure MGEV-led projects and programming continue to meet local issues and needs and can be served by the existing volunteer corps. Project leaders are eligible for special training opportunities and recognition. This team structure contributes to the strength and longevity of Extension programming within a community.

Volunteer Service

Volunteer service is the essence of the MGEV Program. Individuals are recruited to assist Extension in delivering educational programs for plant enthusiasts covering sustainable gardening concepts. Projects should reflect the mission and goals of Extension.

Proposing New Projects

Project Proposal Forms (either paper copy or within MGLOG) are used to submit project requests to Extension for consideration. New projects should be submitted to the Agent/Coordinator for review and approval prior to volunteer activity. Proposals for projects intended for youth audiences should also be reviewed by 4-H program staff prior to approval to ensure appropriate steps for youth events. MGEVs can propose projects, but only Extension personnel can approve them.

Training and Preparation

Training and preparation of individuals is critical to mission success. The Georgia MGEV Program has three levels of training.

Level 1: Core Horticultural Training

To provide consistency in the Georgia MGEV training and preparation, all MGEV Trainees complete 50 hours of core horticultural training covering required and elective topics. A minimum of 35 hours are to be spent covering 19 required topics (approximately two hours per topic), and a minimum of 15 hours should be drawn from 17 elective topics (approximately 1 hour per topic).

Required Topics: Basic Botany; Plant Physiology; Soils ; Basic Entomology; Basic Pathology; Plant Propagation; Site Analysis, Plant Installation, and Maintenance; Trees; Troubleshooting Ornamental Plant Problems; Vegetable Gardening; Troubleshooting Vegetable Garden Problems; Turf Selection and Maintenance; Troubleshooting Turfgrass Problems; Integrated Pest Management; Weed Identification and Control; Becoming a Georgia MGEV; Serving as a Georgia MGEV; Gardening with Youth; and Remaining a Georgia MGEV.

Elective Topics: Herbaceous Plants: Annuals and Perennials; Shrubs, Vines, and Ground Covers; Native Plants; Invasive Species; Indoor Plants; Herbs; Growing Small Fruits; Growing Tree Fruits and Nuts; Troubleshooting Fruit Problems; Principles of Organic Gardening; Composting; Nuisance Wildlife; Structural and Household Pests; Landscape Design Principles; Developing a Water-smart Landscape; Rain Barrels and Rain Gardens; Connecting People and Plants

Level 2: Continuing Education (CE)

Continuing education is informal instruction on a gardening or related topic, where the MGEV is the student. Training topics may also include other topics related to the volunteer role, such as technology applications or food systems. Appropriate events should have some structure, like a speaker, defined time and place, and a specific topic, such as with an organized class, workshop, or seminar. Examples include presentations given by speakers at the meetings of horticultural organizations, including MGEV organizations; national and international conferences; Extension workshops and presentations; and classes at Georgia public gardens. MGEVs are required to complete 10 hours of continuing education each year and report it within MGLOG. It is the responsibility of the individual to accurately and punctually report training hours within MGLOG. 

Attendance at events where the MGEV is the student should not be reported as volunteer service. Training in support of other programs, such as Master Naturalist or Master Composter, is not reported as CE. Meeting for coffee and discussing gardening topics is not considered CE.

Level 3: Advanced Training (AT)

Advanced Training (AT) is for the purpose of intensively training MGEVs on specific subjects beyond the core horticultural training to further equip them as educators of environmentally sound horticulture. Individuals must be current, active MGEVs to be eligible to attend Advanced Training.

Advanced Training is sponsored by UGA Extension and must be approved by the State Program Office (SPO). A list of approved training criteria as well as current AT offerings are posted on the Georgia MGEV Program website. AT is offered in 6-hour blocks, and completion credit is recorded in MGLOG by the SPO.

Advanced Training categories include Sustainable Gardens and Landscapes (SGL), Water Quality and Management (WQM), Youth and Community Gardening (YCG), Diagnostics and Technology (DT), Urban Forestry and Ecology (UFE), or Required (R). The “required” category includes training in communications, creative teaching techniques, or leadership. Recognitions, such as gold and silver stars, can be earned for the amount of AT courses completed.

Silver Star Recognition is a generalist-level recognition for those volunteers who have completed Advanced Training in a variety of subjects. MGEVs who successfully complete 1 Required and 4 Elective sessions earn a silver star.

The Gold Star is specialist-level recognition. Participants choose one category or subject area and concentrate study in this area. The educational project that demonstrates application of learning is a key component of Gold Star recognition. Suggested projects include teaching a series of classes, preparing lesson plans, writing fact sheets, and preparing multimedia presentations. Project approval is required before and after project completion by County Extension Office. MGEVs who earn the Gold Star agree to be a resource to the local Extension office for the chosen specialty subject area.

NOTE: Silver Star is NOT required prior to earning a Gold Star.

Successful completion of six Advanced Training sessions, three of which are in the same AT category and one of which is a Required training session and completion of an educational project related to a specialty subject area are the requirements for a gold star. The gold star application is used to guide this process and emailed to the State Program Office when complete.

Agents notify the the SPO when MGEVs have completed star requirements. Pins, certificates, and MGLOG award credit are processed by the SPO.

MGEV Status

There are several status levels related to the MGEV title. These reflect an individual’s position within the program and determine eligibility for program components.

Master Gardener Extension Volunteer (MGEV) Trainee: An individual who is in the process of completing training and volunteer service requirements to become a MGEV

Master Gardener Extension Volunteer: An official title for an individual who is partnering with the University of Georgia Extension to educate the public about environmentally sound horticulture. The individual has a completed UGA Volunteer Agreement, has successfully completed all University screening requirements, has completed at least 50 hours of core horticultural training and UGA’s risk management training, and completed at least 50 hours of initial volunteer service on Extension approved projects within the first year of participating in the program, and is currently volunteering. After the first year and gaining volunteer experience, active MGEVs can be referred to as veterans.

• Active MGEV Status: An individual who has earned the MGEV title and is continuing to meet criteria for active MGEV status. MGEVs who have been active for more than one year may be referred to as “veteran” MGEVs.
• Inactive MGEV Status: An individual who has not completed yearly volunteer service requirements due to extenuating personal circumstances and has requested a grace period of one year. This status can be requested one year at a time for a maximum of two consecutive years before the volunteer is considered an alum of the MGEV program. To request inactive status or to return to active status, individuals should contact their Extension office. The agent/coordinator will identify steps to reactivate, such as updating UGA Volunteer Agreement, background investigation, risk management training, and any additional refresher training necessary.

MGEV Alumnus/a: An individual who has, at some point, completed the process of selection, training, and service to become a UGA MGEV, but who is no longer meeting program requirements for active status. Program alum may continue membership in local MG organizations, attend social events, and continue to receive communications. It is not appropriate, however, for alumni to volunteer on MGEV projects, continue wearing MGEV name badges, or to otherwise represent themselves as UGA MGEVs.

Honorary Master Gardener: An informal honorary title recognizing a Georgia citizen who exemplifies the best goals and objectives of the Georgia Master Gardener Extension Volunteer Program. This recognition does not confer current, active status. This recognition may be extended by the State Program Office or an Extension Agent coordinating a local MGEV program.

Annual Criteria for Current, Active MGEV Status

Each year, current active MGEVs maintain their status by meeting criteria in four areas.

• Screening: MGEVs must maintain a current, approved background investigation and UGA Volunteer Agreement on file with the Extension office in the county in which they are actively volunteering. Background investigations are renewed periodically, with prior notification of the MGEV.
• Service: After completing trainee requirements, MGEVs serve 25 hours of volunteer service on approved projects each year. It is the responsibility of the individual to accurately and punctually report volunteer service within MGLOG, and reports are used to verify completion of yearly requirements to maintain active status. Membership in any MG organization is not required and does not substitute for the service requirement for active MGEV status.
• Training: Annually, MGEVs are required to update knowledge of working with youth by completing the online UGA Risk Management Training (RMT) module, titled “Georgia 4-H: Working with Youth, Managing Risk.” This module is accessed through the MGLOG account and consists of a short video (approximately 30 minutes) and quiz. Training is updated between July 1 and August 1 each year.
• Continuing Education: MGEVs are required to complete 10 hours of continuing education each year and report it within MGLOG. It is the responsibility of the individual to accurately and punctually report training hours within MGLOG.

Becoming an MGEV

Individuals interested in the MGEV program submit a program application in the county where they will train and volunteer. Applicants must also successfully complete an interview with representatives of the county office and program (including the MGEV program coordinator), and at least 2 references must be provided and verified. The MGEV program is an adult volunteer program open to individuals 18 years of age or older. Individuals are selected for participation in the MGEV program based on the Extension Plan of Work for consumer horticulture in a given county. The process of becoming a MGEV includes 3 steps.

1. Application and Selection
2. Training and Exams
3. Volunteer Service

Application and Selection

The application and selection process includes:

• Completion of program application, including references, UGA Volunteer Agreement, and background investigation application
• Interview with local Extension employees
• Successful reference checks
• Successful completion of criminal background investigation and motor vehicle records check

Applicants must be willing to comply with all Georgia MGEV Program Policies and Procedures. Any applicant who is not a resident of the host county should be notified that volunteer service is expected to be performed within the county hosting the training, unless alternate arrangements are made in advance by the UGA program coordinator. Extension is responsible for the final selection of candidates.

Training and Exams

Individuals selected for the MGEV program are prepared for their volunteer role with the core horticultural training, a substantial training designed to provide the necessary knowledge and resources to respond to public demand for consumer horticulture information through Extension-approved projects and activities.

Training is a minimum of 50 hours of class time which may include a combination of virtual and in-person content. The Georgia Master Gardener Handbook is the current textbook. MGEV Trainees are expected to complete 100 percent of virtual training content. No more than 20 percent of in-person content can be missed.

During the initial training and each subsequent August that a MGEV is active, he/she will update knowledge of working with youth by completing the online training module, titled “Georgia 4-H: Working with Youth, Managing Risk.” This module is accessed through the MGEV’s MGLOG account and consists of a short video and quiz. Even if a MGEV does not choose to work with youth projects, he/she is required to be aware of Extension’s policies for working with youth.

MGEV Trainees must complete all assessment activities with a 70 percent or higher average. Assessment activities include quizzes, tests, lab and field trip attendance, and course participation. Retake of quizzes and exams is at the discretion of the county-level Extension staff.

Volunteer Service

Within the first year after training, the MGEV Trainee must complete 50 hours of volunteer service. It is the responsibility of the MGEV Trainee to report their volunteer service through MGLOG, the online recordkeeping system for GA MGEVs, preferably on a monthly basis. A list of approved projects is found in MGLOG. After completing 50 hours in Extension-approved projects that support MGEV program initiatives, the Trainee is recognized as an official MGEV.

Recordkeeping and Reporting

MGEVs are expected to maintain records of volunteer service as well as to report key pieces of information about the events, projects, and activities in which they participate. A combination of online reporting and paper forms facilitates this process. MGEVs primarily use an online, internet-based recordkeeping system, known as MGLOG, for most online reporting. If a MGEV does not have access to a computer, Internet, or MGLOG, he/she should make alternate arrangements with the agent/coordinator.

Service Hours and Continuing Education Hours

Information about the individual MGEV, such as hours volunteered in support of projects and training completed, is recorded in MGLOG and is used to verify completion of requirements for MGEV status. Local coordinators create the initial login ID at the start of the volunteer experience, and from there, the Trainee or MGEV can keep his/her profile updated. Volunteer service hours should be entered monthly by MGEVs. Paper log sheets are also available and helpful for tracking hours prior to entry in MGLOG.

Volunteer service hours is time is spent in support of Extension-approved projects, events, and programs. Only time volunteered on Extension-approved projects will be counted toward volunteer service requirements. Any activity for which an MGEV receives payment is not volunteer service and should not be reported.

Volunteer service at other events, including events in other Extension program areas (i.e., 4-H or Family and Consumer Sciences), may count at the discretion of the local County Extension Staff/MGEV Coordinator. The service should be educational in nature (i.e. teaching or leading activities) and must have prior approval. On occasion, when cross-county collaborations have been approved for educational programs/projects, volunteer service should be credited wherever it occurs.

Individuals are expected to volunteer in the county in which they train, unless prior communication and arrangements have been made by agents or coordinators. Volunteers residing in any county without a formal MGEV program or without a county agent or the support staff required to manage a MGEV program should be notified that volunteer service is expected to be performed within the county where training occurred.

Service hours in support of Master Gardener organizations for which a signed Memorandum of Understanding (MOU) is on file are reported under “MGO Program Support” within MGLOG.

Hours where the MGEV is learning more about sustainable horticulture are reported as “continuing education” (CE) hours within MGLOG. One hour of training or presentation attended is equal to one hour of CE.

Events

Extension is a partnership between local, state, and federal resources. To share Extension progress toward local goals with stakeholders and to document availability of and public participation in Extension programming, several important records are kept for events with a public audience or a piece of a larger project with a public audience, details about which are shared with Extension.

MGEVs use the Educational Activity Report (EAR) form to collect information about an event or activity with a public audience. MGEVs who are designated as project coordinators have the responsibility for completing the EAR and returning it to the Extension office within 7 days of an event or activity. Agents pull information from MGLOG and EARs to include in their monthly reports. All MGEVs are responsible for timely reporting in MGLOG so that the agent has necessary information for local reports.

A sign-in sheet is used for every event to which the public is invited to make a reasonable effort at capturing race, ethnicity, and gender of the event’s participants or contacts. To show the extent of participation in Extension events and activities, contacts (the people whom MGEVs teach or serve) are tracked for events, projects, and activities.

Publicity about an event or activity is retained with other event reports. In the case of youth events, registration forms, Codes of Conduct, Medical Release forms, and sign-in sheets are required and are retained in Extension files until the youngest participant turns 21 years old. Occasionally, additional records may be requested by the agent, coordinator, or other supervisor.

Remaining a MGEV

To remain a current, active MGEV in the Georgia MGEV Program, individuals complete the Volunteer Agreement and Intent to Renew forms annually, request inactive status, or become an alumnus/a of the Georgia MGEV program (withdrawal), in conjunction with reporting volunteer service hours. This is done each year by January 31st, following the close of a calendar year. To remain an active MGEV, these criteria must be met on a calendar year basis (January to December):

• Screening: MGEVs must maintain a current, approved background investigation and UGA Volunteer Agreement on file with the Extension office in the county in which they are actively volunteering. Gaps in volunteer service longer than 120 days may require an updated background investigation. Background investigation will be renewed periodically, with prior notification of the MGEV.
• Service: MGEVs remaining with the program after the first year are required to complete 25 hours of volunteer service on Extension-approved projects each year. It is the responsibility of the individual to accurately and punctually report volunteer service time within MGLOG. The annual tally of individual MGEV activities within MGLOG is used to verify completion of yearly requirements to maintain active status. MGEV membership in any MG organization is not required and does not substitute for the service requirement for active MGEV status.
• Training: Annually, MGEVs are required to update knowledge of working with youth by completing the online UGA Risk Management Training (RMT) module, titled “Georgia 4-H: Working with Youth, Managing Risk.” This module is accessed through the MGLOG account and consists of a short video (approximately 30 minutes) and quiz.
• Continuing Education: MGEVs are required to complete 10 hours of continuing education each year and report it within MGLOG. It is the responsibility of the individual to accurately and punctually report continuing education time as training hours within MGLOG.

Status Change or Reactivation

To change MGEV status, such as request inactive status or to become a program alumnus/a, the Intent to Renew form is also used. It provides record of MGEV decisions and enables coordinators to change volunteer status in MGLOG.

Individuals who have been inactive for 120 days or more will need to reactivate their MGEV status. Individuals should contact the local Extension office for directions for doing so. Depending upon the length of inactivity, reactivation steps may include renewal of UGA Volunteer Agreement, background investigation, and MVR screening; auditing of core horticulture training classes; and updating risk management training. If it has been five (5) years or more since training and active volunteering, the individual may, at the discretion of the agent/coordinator, audit the entire MGEV program training program and may be required to take and pass content exams to establish familiarity with the content. The Application for Transfer and Reactivation form is used to guide this process.

MGEV Title and Name Badge

The Georgia Master Gardener Extension Volunteer title is intended to identify well-trained Extension volunteers who are education partners with University of Georgia Extension. Official program name badges are used to convey representation of UGA Extension and may be updated and replaced periodically. Name tags and the official MGEV title should be used only in conjunction with UGA-approved activities. Name badges should be worn at all times when volunteering in support of UGA-approved activities. MGEV Trainees are distinguished with a temporary name tag to identify themselves as Georgia MGEVs in training. When the training period is successfully finished, including assessments and first 50 hours of volunteer time, the Trainee will earn the title of Master Gardener Extension Volunteer, receive a certificate, and will be given a permanent name badge. The cost of one badge is included in training fees. Replacements may be ordered for a nominal charge from the State Program Office. Badge replacement orders will only be accepted from Extension Offices or UGA /CAES facilities.

MGEVs are not permitted to use their titles and/or positions for commercial publicity or private business. Participating in a commercial activity, associating with commercial products, and giving implied Master Gardener Extension Volunteer, UGA, or Extension endorsements to any product or place of business is in violation of program policy and could be grounds for dismissal from the program.

MGEV training and experiences may be listed as qualifications when seeking employment, but credentials must not be used in the place of employment. Individuals who desire professional recognition for horticultural training should pursue the Georgia Certified Landscape Professional Program.

Recognition

To recognize the commitment and accomplishments of MGEVs, several opportunities are built into the MGEV program. They include:

• Certificate and permanent name badge awarded at the completion of the MGEV training requirements
• Eligibility to attend Advanced Training opportunities, conferred upon successful completion of the first year and designation as an MGEV
• Service awards given in 5-year increments, beginning at 5 years of active service
• Silver Star Recognition — successful completion of five different Advanced Training sessions, including one Required (R) training
• Gold Star Recognition — successful completion of six Advanced Training sessions, 3 of which are in the same AT category and one of which is a Required (R) training session; and completion of an educational project related to a specialty subject area
• Individual recognitions are available at the discretion of the State Master Gardener Coordinator and the Extension agent/local program coordinator.

Relocation and Transfer

MGEVs may transfer within Georgia or to the Georgia MGEV program from another state. An Application for Transfer and Reactivation form guides the process. A transferring individual may need to audit the entire MGEV training program and/or may be required to pass a comprehensive content exam (100 questions) to establish preparedness level. This is at the discretion of the local Extension agent/program coordinator.

Transferring MGEVs are required to follow Georgia MGEV Program policies, including the completion of a UGA Volunteer Agreement, background investigation, and annual completion of RMT. The agent/local program coordinator of the new county should contact the agent/program coordinator for the individual’s previous county or state program to review the transferring individual’s status, accomplishments in the Master Gardener program, and program compliance.

In-State:

Individuals who have successfully completed MGEV training in Georgia can apply for transfer to another county with an active Georgia MGEV program, with the approval of the local Extension agent/program coordinator. Using the Application for Transfer and Reactivation form, Extension will review previous MGEV status and accomplishments to determine any steps necessary for transfer. Transferring MGEVs should be in or have left the program in good standing with no disciplinary history.

Out-of-State:

MGEVs transferring to Georgia from another state must show proof of MGEV status from a previous state (i.e., Master Gardener Extension Volunteer Certificate, completed logbook, or letter from County Extension Staff indicating fulfillment of the training and required hours of volunteer work). Using the Application for Transfer and Reactivation form, Extension will determine the steps necessary for transfer. Possible steps include basic training classes to be audited by transferring MGEVs, background and MVR screening, and Risk Management Training. The transferee will receive information for accessing their MGEV profile in MGLOG.

The state and geographic region of transferee’s training as well as length of time since initial training and active volunteering will guide the selection of training materials required for transfer. At a minimum, MGEVs transferring from out-of-state should participate in the Being a Georgia MGEV course cluster, including the “Gardening with Youth” module, of the Georgia MGEV training program (virtual version is acceptable), and complete risk management training within 30 days of acceptance into the local program. MGEVs transferring from another state should purchase the current Georgia Master Gardener Handbook. Included with that purchase is a permanent name badge, to be awarded upon completion of audited courses and 25 hours of volunteer service in Georgia. Refer to the “Remaining a MGEV” section for criteria to maintain active status.

Recommendations Made by MGEVs

Active MGEVs and trainees may make cultural and pesticide recommendations for consumers/residential clients provided that the recommendations are consistent with published UGA Extension recommendations. The Home and Garden edition of the Georgia Pest Management Handbook is the reference for all pesticide recommendations provided by MGEVs. MGEVs cannot deviate from printed UGA pesticide recommendations or use pesticide recommendations from other states. Questions concerning commercial landscapes or production of crops and/or pest control for commercial producers are referred to the Extension Agent. It is understood that no implied or direct endorsement of products or services will be made.

Public DIstribution of Materials Created by MGEVs

MGEVs have opportunity to develop educational materials for public distribution to address gardening topics, including articles for print or web and presentations/PowerPoints. All material should be original work or should properly reference sources when appropriate and provide proper credit for non-original photos, images, and content. Extension staff must approve materials prepared by MGEVs prior to release for publication or presentation. By-lines for MGEVs should read, “John Brown, Master Gardener Extension Volunteer with University of Georgia Extension, Pecan County.”

Use of Official Logos

Promotional materials for Extension-approved events and activities should have a prominent UGA Extension logo. Logos should be current and follow university guidelines for use. Any sponsor information, such as a Master Gardener Organization (MGO) logo, should be placed according to UGA Extension guidelines.

The use of the Georgia MGEV logo on promotional materials, websites, or banners is reserved for use only with approved MGEV Program activities. All forms and letters sent with regard to the Georgia MGEV Program should be on current UGA Extension letterhead with appropriate logos and EEO statements.

Permission to use the logo for commercial reproduction is only granted through the University of Georgia Division of Marketing and Communications. Follow the Trademark Policy and approval process.

Equal Opportunity

The University of Georgia and Fort Valley State University, the U.S. Department of Agriculture and counties of the state cooperating. The Cooperative Extension Service, the University of Georgia College of Agricultural and Environmental Sciences offers educational programs, assistance and materials to all people without regard race, color, sex (including sexual harassment and pregnancy), sexual orientation, gender identity, ethnicity or national origin, religion, age, genetic information, disability, or veteran status. UGA Extension is an Equal Opportunity Employer/Affirmative Action organization committed to a diverse work force. The University of Georgia Extension is committed to providing access for people with disabilities and will provide reasonable accommodations if notified in advance.

A Letter of Assurance will be signed by Master Gardener Organizations to indicate intent to follow nondiscrimination practices. The letter will be renewed each time new officers assume leadership roles.

Financial Management

The Georgia MGEV Program is administered by the University of Georgia through county-level Extension offices. The University of Georgia is a public tax-supported institution of higher learning. The Associate Dean for Extension has delegated County Extension financial management responsibility through the District Directors to the County Extension Coordinators. All monies raised in support of Georgia MGEV Programs are considered public funds to be handled according to UGA policies. Follow these guidelines:

1. Non-incorporated MG organizations are to handle funds through local Extension checking accounts, following the latest UGA Extension County Funds Policy. When funds are handled through Extension accounts, maximum Extension benefits are offered, such as reconciliation, disbursement, annual audit and review, and annual tax return filing.
2. UGA cannot provide banking or recordkeeping services for independent, incorporated Master Gardener organizations.
3. When money is handled outside of Extension accounts, no Extension benefits are extended. Managing funds externally to UGA Extension or in a manner inconsistent with UGA fiscal policies jeopardizes coverage by the State Tort policy and may transfer liability to the MG organization.
4. Annually, a budget should be prepared to guide fund use. Funds must be spent within 12 months. If funds remain at the end of the year, up to 50 percent of a year’s budget can carry over to the next year. Excess funds should be spent to support county programs, earmarked for a specific purpose, or invested. A greater remainder may accrue if funds are allocated for a specific project.
5. The budget is used by MGEVs and Extension employees, and in the case of 501(c)3 organizations, the treasurer and other officers, for planning expenses and approving bills throughout the year.
6. Fundraisers can be planned when additional funds are needed to meet the needs of the MGEV budget and goals for the coming year. If it is decided that there is a need for funds, the plan for raising them and how they will be handled should be outlined prior to fundraising activity. Any fundraising or grant-raising using the name of Extension is to be done in coordination with the local Extension office and following UGA policies and procedures.
7. When MGEV program funds are managed by Extension, MGEVs can solicit donations of items and money on behalf of Extension, taking advantage of its good reputation and credibility. Requests for donations should be accompanied by a letter on Extension letterhead so that the donor can verify that the volunteer is an active member of an Extension-led program and is seeking donations on behalf of Extension. Requests for donations, as well as intent to request, are communicated at the County Extension level. This helps avoid making duplicate requests of the same organization by multiple Extension groups (i.e. 4-H, MGEVs, FACS, etc).

When contributions are received, a thank-you letter to the donor should be written, but should not include a monetary amount for the items donated. However, for internal record keeping, the office should estimate the fair market value of the property donation for their 990 reporting.

Contributions may be made directly to county or state MGEV organizations or to a County Extension account. If MGEV funds are not managed by Extension (such as having an external checking account, not-for-profit status, state incorporation, etc.), then solicitation should not be done in the name of UGA Extension (for cash or property).

Gratuitous payments for any activity on behalf of UGA Extension are strictly prohibited. For additional information and guidance, refer to the county funds policy.

Master Gardener Organizations

Master Gardener organizations (MGOs), sometimes known as associations, have formed to enhance the MGEV experience, connecting people within the program and working in partnership with UGA Extension to support the MGEV program. MGOs vary in size and structure, from an informal group of volunteers to a non-profit corporation. With each type of organizations comes specific responsibilities and privileges that are discussed with and approved by Extension at the county level prior to action. It is understood that:

• The State Program Office provides statewide coordination and leadership for the Georgia Master Gardener Extension Volunteer Program.
• Ultimate responsibility for the local UGA MGEV program rests with the UGA Extension faculty and staff in each county. The selection, training, utilization, and evaluation of MGEVs as well as approval of MGEV projects remain the responsibility of the local Extension staff and are not appropriate roles for the MGO to undertake.
• Horticultural programs are conducted by UGA MGEVs for the public under the auspices of UGA Extension, not a MG organization (MGO). Extension’s educational programs are made available to members and nonmembers of an MGO.
• MGOs do not substitute for Extension oversight and approval of MGEV projects and volunteer activities. MGOs may suggest and give recommendations for projects that count for MGEV service.
• Membership in an MGO is not required for UGA MGEV program participation and is not a substitute for active status.
• Recruiting membership and collecting dues for an organization is the responsibility of the MGO. Payment of organization dues cannot be a requirement for participating in the Georgia MGEV program. The members of an MGO are responsible for all expenses incurred in order to conduct organization activities. MGOs are strongly encouraged to have their own general liability policy for any activity not organized, controlled, or directed by University of Georgia Extension.
• A “Memorandum of Understanding for Master Gardener Organizations” (MOU) is used to define roles and responsibilities in an MGO-Extension program relationship. This MOU provides a framework within which an organization can directly collaborate on educational programs and activities with a County Extension office. An MOU, along with a Letter of Assurance (communication indicating MGO intent to follow nondiscriminatory practices), will be signed with the organization anytime leadership roles change.

Conflict Resolution

Any conflict or issue brought by or related to a MGEV should be addressed first by the Extension staff with responsibility for the MGEV Program at the county level. County Extension staff should take the necessary steps to resolve the conflict. If the complaint involves another person, the MGEV is encouraged but not required to first deal directly with the person involved. County Extension personnel shall inform the State MGEV Program Coordinator (State Program Coordinator) about the matter and ultimate resolution.

If resolution at the local level is not possible, the County Extension staff must contact the State Program Coordinator for inclusion in the resolution process. The State Program Coordinator is charged with issuing a recommendation which is to be followed by the County Extension Staff and MGEV. The State Program Coordinator shall inform the District ANR PDC about the issue and recommended resolution. If the State MGEV Program Coordinator’s recommendation is not accepted by:

• MGEV — The State Program Coordinator will provide the MGEV with all possible options included within the MGEV Program Policies and Procedures as well as addressing his/her grievance with the District Director and/or the Associate Dean of Extension who shall decide on the matter and inform the State Master Gardener Coordinator of the ultimate resolution.
• County Extension Staff — The State Program Coordinator will contact the District Director who shall decide on the matter and inform the Associate Dean of Extension and State Program Coordinator of the ultimate resolution.

If a decision cannot be made by the District Director or if any party does not agree with the proposed solution, the matter will be submitted to the Associate Dean of Extension who shall decide on the matter and inform the involved parties. Every effort should be made to achieve prompt and effective problem resolution at the lowest level possible.

MGEV Dismissal

An MGEV can be relieved of his/her title and privileges at any time, at the discretion of the local coordinator, Extension Agent, County Extension Coordinator, and the District Extension Director, in the event that the MGEV demonstrates actions that are in conflict with the mission and goals of UGA Extension. Grounds for dismissal of a MGEV may include but are not limited to the following:

• Being under the influence of drugs or alcohol while performing a volunteer assignment
• Theft of property
• Misuse of funds, equipment, or materials
• Illegal, violent, or unsafe acts
• Inappropriate use of the MGEV Title or Badge
• Harassment, abuse, or mistreatment of clients or coworkers (including fellow volunteers and Extension or county employees)
• Not following Master Gardener Extension Volunteer Program policies and procedures

Incident and Accident Reporting 

MGEVs should report immediately any accident or incident that occurs during MGEV activities to Extension staff, who will then advise Extension administration following Extension protocol. Incident reports are submitted for accident, illness, injury requiring professional medical attention, theft, abuse, harassment, and/or discrimination. Online injury reports are completed by UGA employees to document any injury that occurs to non-employees (adults or youth) while an Extension activity is going on.

Liability Coverage for Volunteers

The State Tort Claims policy protects the State, University of Georgia, and the University System of Georgia Board of Regents against liability for torts (wrongful acts) committed by their employees while acting within the course and scope of their official duties of employment. The limits of liability are statutorily set at $1,000,000 per person and $3,000,000 per occurrence. General liability is provided for the University of Georgia through the General Liability Agreement. The General Liability policy provides coverage for those employees of the State, University of Georgia, and the University System of Georgia Board of Regents against personal liability for damages arising out of the performance of their job duties. The limits of liability are $1,000,000 per person and $3,000,000 per occurrence.

Volunteers (whether or not receiving compensation) may have liability coverage under the General Liability, State Tort Claims Act, and Auto Liability policy while participating in a structured volunteer program organized, controlled, and directed by the University for the purpose of carrying out the functions of the University of Georgia. Liability coverage is not medical insurance. Extension offices operating MGEV programs may purchase additional insurance through AIL. This may provide limited medical coverage.

MGOs are strongly encouraged to have their own general liability policy for any activity not organized, controlled, or directed by The University of Georgia Extension.

Support Provided by UGA Extension

Georgia MGEV programs receive many forms of support. Extension Agents and Program Coordinators throughout the state administer and direct local programs. They contribute to the ongoing training and continued education of MGEVs throughout the state. Extension specialists on three campuses throughout the state support training and preparation of MGEVs by sharing their collective expertise. Traveling hundreds of miles and lecturing for hours, these faculty help ensure the best possible preparation of MGEVs.

All MGEV programs are supported by the efforts and direction of the State Master Gardener Extension Volunteer Program Office (State Program Office) in the Department of Horticulture, University of Georgia, Griffin campus. The State Program Office (SPO) provides developmental support for new MGEV programs, including management materials, training, planning assistance, and guidance.

Forms

 

Volunteer Activity Reporting

Educational Activity Report

When MGEVs complete an event with a public audience or a piece of a larger project with a public audience, details about the event must be shared with Extension for inclusion in monthly reports. MGEVs use a form, known as the Educational Activity Report (EAR), to collect and report the needed information. 

Project Proposal Form

To facilitate the planning process, the MGEV program uses a Project Proposal form, either the paper version or the form used in MGLOG, to add a project to the local project list. This is a multi-part form that develops an outline of the project. It is helpful for MGEVs to complete the form and send to Agents/Coordinators for review and final approval on projects. Guidance for completing this form can be found in the MGLOG Quick Reference Guide.

Volunteer Service Log Sheet 

MGEVs complete 25 hours of volunteer service on approved projects each year. It is the responsibility of the individual to accurately and punctually report volunteer service time within MGLOG. A paper log sheet is available to help keep track of records. 

Continuing Education Log Sheet

MGEVs complete at least 10 hours of continuing education each year and report it within MGLOG. It is the responsibility of the individual to accurately and punctually report continuing education time as training hours within MGLOG. A paper log sheet is available to help keep track of records. 

Annual Intent to Renew form

Extension personnel will prompt volunteers to complete an annual form for their volunteer file that confirms the volunteer's plan for volunteer status in the following calendar year.

Application for Transfer or Reactivation 

Moving or returning to active status? This form is used to guide the transfer or reactivation status as Extension and the volunteer work together to complete the steps in either process.

Event Reporting

Sign in Sheets 

Use the Extension programming sign in sheet to track participants attending UGA Extension events which you are hosting or assisting with as a Georgia MGEV.

Brand Guidelines

Follow UGA Extension branding guidelines when promoting and carrying out events and programming. Use the GA Master Gardener program specific logo, colors, and graphics on materials outlined in the brand guide.

Incident  and Injury Reports

Incident reports are submitted for accident, illness, injury requiring professional medical attention, theft, abuse, harassment, and/or discrimination. Online injury reports are completed by UGA employees to document any injury that occurs to non-employees (adults or youth) while an Extension activity is going on.