Reappointment

Per the UC Master Gardener Program Administrative Handbook  reappointment runs from June 1 through July 31.  Use the reappointment resources below to learn more about the reappointment process, timeline and responsibilities.

All UC Master Gardener volunteers must be reappointed by their County Director annually to remain active in the program and to continue acting as agents of the university. Volunteers are independently and personally responsible for meeting all administrative requirements necessary to secure reappointment by correctly submitting the following: Annual Agreement, Code of Conduct, and Driver’s License and Insurance Information.

Reappointment Process

The reappointment process is mandatory for all UC Master Gardeners with the following statuses and achievements including:

• Active AND Limited Active
  • First Year Master Gardener
  • Master Gardener
  • Gold Badge
  • Platinum

Note: Be sure to change all Trainees to First Year Master Gardeners in VMS following their certification/graduation. VMS will not prompt Trainees to reappoint until their status is updated to First Year Master Gardener.

Request for Reappointment Forms

Volunteers must complete paperwork using the online Volunteer Management System (VMS) appointment process or using paper documents.

Volunteer Management System (VMS): 

• vms-mg.ucanr.edu

Paper documents:

• Annual Agreement (PDF, May 2022)
• Code of Conduct (PDF, May 2024)
• Proof of Driver's License/ Insurance (PDF, May 2022)

Note: Paper documents should be provided to volunteers only if volunteers cannot access the online VMS system. All paper records must be stored at the county office for a minimum of 13 months).

Reappointment Guides:

• 2025 Step-by-Step Guide to Managing Reappointment (For Coordinators) (PDF, April 2025)
• 2025 Step-by-Step Guide to Completing Reappointment (For Volunteers) (Word, April 2025)
• How-To Complete Reappointment for UC Master Gardeners Volunteers (Video, April 2018)
• 2025 Create a Credit Card Survey for Insurance (PDF, April 2024)

Reappointment Letter Templates:

• 2025 Sample Letter to Inactive-Resigning Volunteers (Word, April 2025)
• 2025 Sample Letter to Limited Active Volunteers (Word, April 2025)
• 2016 Sample Letter to Honorary Master Gardener Volunteers (PDF, 2016)

General Admin:

• Volunteer Management System User's Guide
  • "Volunteer" Section 2.8 Reappointment
    • 2.8.1 What is Reappointment
    • 2.8.2 VMS and Reappointment
    • 2.8.4 Reappointment Extras
  • "Administration" Section 4.0 Reappointment
    • 4.1.1 Reappointment
    • 4.1.2 Reappointment Communications
    • 4.1.3 Collect Digital Reappointment or Resignation Documents from Volunteers
    • 4.1.4 How to Submit Paper for a Volunteer
    • 4.1.5 Resigning or Inactive Volunteers
    • 4.1.6 Roster Cleanup, Final Numbers and Insurance Invoicing
• Reappointment in the UC Master Gardener Administrative Handbook
   

Hartford Insurance Information:

• Hartford Volunteer Insurance
• Hartford Insurance How to Submit a Claim

Admin Training on Reappointment:

A Reappointment webinar for UC Master Gardener Program staff, academics, and volunteers managing reappointment is scheduled for Apr 6, 2025 @ 1-2 PM. The webinar will be recorded and posted below for viewing. Zoom information has been shared with all coordinators via email and collaborative tools. If you have questions or concerns, please email a member of the Volunteer and Community Engagement Team.

• 2024 Recording, Brown Bag Webinar Reappointment  (73 min.)
• 2024 PDF of PowerPoint Presentation, Brown Bag Webinar: Reappointment (38 slides)

2025 Reappointment Office Hours:

Office hours are hosted weekly on Tuesdays at 9-10 AM beginning May 6, 2025. UC Master Gardener Program staff, academics and volunteers managing reappointment are welcome. For Zoom information, please email a member of the Volunteer and Community Engagement Team.

• May 6, 9-10 AM
• May 13, 9-10 AM
• May 20, 9-10 AM
• May 27, 9-10 AM
• Jun 3, 9-10 AM
• Jun 10, 9-10 AM
• Jun 17, 9-10 AM
• Jun 24, 9-10 AM
• Jul 2, 9-10 AM
• Jul 9, 9-10 AM
• Jul 16, 9-10 AM
• Jul 22, 9-10 AM
• Jul 29, 9-10 AM
• Aug 5, 9-10 AM
• Aug 12, 9-10 AM
• Aug 19, 9-10 AM