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Master Gardener Program Manual

For Program Coordinators
WSU Extension > Master Gardener Program > Resources > For Master Gardeners > EMG Manual > EMG Manual – for coordinators

Statewide Policies and Procedures for
Program Coordinators and Volunteer Leaders

For Coordinators

Master gardener teaching a class about Mason bees.

Table of Contents

Coordinators – Program Management Resources

Becoming a Certified WSU Extension Master Gardener Volunteer

Washington State residents must apply to and be accepted into a local county WSU Extension Master Gardener program. There are three steps to certification: (1) training; (2) internship; and (3) certification. To remain certified, volunteers must meet the state minimum and county minimum service and continuing education and background screening requirements. Automatic recertification is not granted. Each volunteer must reapply to the program each year. Application, selection, training, and recertification requirements are described below.

Successful Applicants

Successful applicants to the WSU Extension Master Gardener Program must:

  • Be at least 18 years of age.
  • Have a strong volunteer ethic and interest in gardening. Gardening experience is desirable but not required.
  • Commit to participate in the WSU Extension Master Gardener Online Basic Training course and to complete the final exam with a minimum score of 80% and all quizzes with an overall average score of at least 80%.
  • Commit to participate in the local WSU Extension Master Gardener Program in-class training at a level that is acceptable to the local program coordinator.
  • Be available to perform volunteer work as needed by the local WSU Extension Master Gardener Program.
  • Agree to donate a state minimum of 40 hours in the first year plus additional volunteer hours that may be required by the local WSU Extension Master Gardener program coordinator.
  • Agree to earn a state minimum of ten hours of continuing education (CE) each year plus additional CE that may by required by the local WSU Extension Master Gardener program coordinator.
  • Agree to document volunteer hours each month.
  • Agree to sign a Pest Management Recommendation Agreement.
  • Agree to complete a Child Protection and Vulnerable Adult Training.
  • Commit to attending all in-class training sessions required by the local WSU Master Gardener program coordinator.
  • Commit to completing all online modules and quizzes with an average score of 80%. The final exam must be completed with at least an 80%.

All potential WSU Master Gardener volunteers must complete an application (online or on paper) and complete an initial criminal background check and subsequent checks every three years. The most up-to-date application and criminal background check can be found on the WSU Master Gardener Program website.

Application

All WSU Extension volunteers must complete the required applications. Application instructions and forms can be found on the WSU Master Gardener Program website.

WSU County Extension offices must:

  • Publicize the program, training, and application;
  • Disclose the background check requirement;
  • Provide a general time frame for when training is offered;
  • Provide general costs and fees associated with training; and
  • Provide an application deadline with a process to apply.

Selection and Acceptance

Program coordinators are responsible for selecting potential volunteers. The selection and acceptance process should, at a minimum, include:

  • Interviews of potential volunteers (approved interview questions are on our website) to ascertain whether the candidate is a good fit.
  • Completion of at least two reference checks.
  • Successful completion of the background check. Background checks that require further review will be routed directly to the WSU Extension Volunteer Development Specialist.
  • Correspondence regarding acceptance or non-acceptance into the WSU Extension Master Gardener Program.
  • Correspondence regarding how to enroll in both the online and face-to-face portions of training and information on the first day of in-class training (for example, time and location). A sample welcome packet can be found on the WSU Master Gardener Program Coordinator website.

WSU Extension Master Gardener Volunteer Annual Certification Application Policy Purpose

To ensure all volunteers across the state have equal access and ability to complete the required annual process seeking a new or renewed Master Gardener certification or to indicate an intention to remain, to retire, or request emeritus status.

Defined:

The WSU Extension Master Gardener Program is a para-professional program of trained volunteers who deliver science-based education.  To ensure the competency of all volunteers that serve, WSU requires volunteers to complete specific requirements for each year’s certification.

The annual certification process reminds volunteers of the requirements, seeks their continued commitment to uphold WSU Extension Master Gardener Program’s vision, mission and values and their agreement to abide by the code of conduct. 

Summary:

This policy covers the annual certification application process for WSU Extension Master Gardener volunteers.

Policy:

Certification in the WSU Extension Master Gardener Program does not automatically carry forward from year to year. Volunteers must submit an application to the program each year for certification. Program Coordinators will use GivePulse surveys to implement the certification application.  ONLY volunteers who have submitted the application and who have met the certification requirements or request emeritus status will be granted certification or emeritus status for the following year. 

Minimum requirements for renewing certification:

  • 25 hours of approved service
  • 10 hours of approved continuing education
  • Monthly documentation of volunteer hours in GivePulse
  • Background check every 3 years
  • Adherence to the code of conduct
  • Commitment to uphold the WSU Extension Master Gardener mission and values.

Minimum requirements to successfully earn emeritus status

  • At least 10 years of service, or
  • At least 500 hours of service, or
  • Exemplary service as determined by the Program Coordinator

Emeritus status is for volunteers who can no longer meet with minimum requirements to retain their certification.

Process:

Every year, beginning in October, program coordinators will initiate the annual certification application process in GivePulse.  The certification application survey will be open no later than November 1 and close no later than November 30 of each year. The certification process will be complete by December 31 of each year.  A new roster will be published by January 31 of each year.

  • Copy the annual certification application from Surveys into your group.
  • Make necessary changes to meet specific county-level needs.
  • Link required/desired forms.
  • Open survey by November 1 and close by November 30 of each year.
  • Use shareable link to invite volunteers to complete the survey OR invite volunteers through GivePulse.
  • Send weekly reminders to volunteers
  • Review submissions for eligibility i.e. does that volunteer meet the minimum requirements to remain certified?
    • Yes:
      • Congratulate the volunteer and confirm their certification or emeritus status for the specific year.
      • Enter certification date in GivePulse (January 1 of the new year for which the volunteer has certified)
      • Enter background check completion date in GivePulse (Background check is completed every 3 years. If the volunteer is due for a background check, complete eligibility review prior to inviting the volunteer to complete the background check. Background checks invitations should only be sent to volunteers who have met the eligibility requirements)
      • Report Race, Ethnicity, & Gender (REG) data
    • No:
      • Inform the volunteer of their ineligibility and explain why.
      • Give them an opportunity to become eligible by a certain date, prior to the close of the survey on November 30.
      • If the volunteer remains ineligible (for reason other than background check issues*), send an email thanking them for their service to the WSU Extension Master Gardener Program. Remind of the following:
        • Refrain from referring to themselves as a Master Gardener.
        • Return all Master Gardener items to the Program office.
        • They will be removed from volunteer rosters and communications
      • Add a Quick Note to the user in the Manage Users screen in GivePulse stating certification ineligible or resigned (date)
      • Change volunteer status to inactive
      • Place an archived tag on the user in GivePulse.
      • Archive the user in GivePulse.
  • Publish updated WSU Extension Master Gardener roster

*Ineligibility due to background check will be processed by Jana Ferris, Volunteer Development Specialist.

Required Forms:

Available Resources:

Definitions:

Certification Application: The process used by the WSU Extension Master Gardener Program to determine which volunteers intend to continue as a certified volunteer, retire from being a volunteer or request to become an emeritus master gardener volunteer.

Certification: The process used by WSU Extension Master Gardener Program to determine eligibility for the requested Extension Master Gardener certification.

Certification Application Survey: Survey in GivePulse for implementing the certification application process.

Position Summary

The County Extension Faculty with Master Gardener Program duties is responsible for implementation or oversight of volunteer training and management in the County. Faculty coordinate recruitment and selection of volunteers, and plan and facilitate volunteer training sessions with the help of a Master Gardener Program Coordinator or MG volunteers. Faculty also approve all MG volunteer activities that are sponsored by or cosponsored with WSU Extension. Faculty oversee the tracking of volunteer hours with the help of the MG Program Coordinator or MG volunteers and keep updated on how many volunteers meet their requirements to become certified in the WSU Extension MG Program. Additionally, the County Faculty ensures that classes and workshops, clinics, and other programs, including evaluation data are recorded and included in the WSU Extension State Master Gardener Program end of year report.

Line of Responsibility

This position provides oversight of the program and works with the Master Gardener Program Coordinator (who may be a volunteer, or volunteers) in that county, MG volunteers, and the State Master Gardener Program Leader. The faculty position is held by a WSU Extension Faculty member who has been assigned Master Gardener Program duties in that county. Faculty ensure that Master Gardener volunteers address the identified educational objectives and issues that fulfill the needs of that county.

Essential Duties and Responsibilities

Orientation and On-going Training

The State Program Leader should be contacted by either the County Extension Director or the new Faculty as soon as a new Faculty member has been assigned duties for the Master Gardener Program in the County.

A Program Coordinator Training module located on the State MG Program website is a resource for new Faculty regarding how to work with Master Gardener volunteers, how to address disciplinary action, and other information pertinent to managing a MG Volunteer Program.

It is strongly suggested that Faculty attend the Master Gardener Program Coordinator semiannual meetings. Whenever possible, they should either participate in the monthly webinars hosted by the State Program Leader or be updated by a MG Program Coordinator, or by an assigned Master Gardener Volunteer on the main points discussed during the webinar.

Recruitment

Promote the MG Volunteer Program and develop a recruitment plan with the MG Program Coordinator or a designated MG volunteer(s). Materials to assist with recruitment can be found on the WSU Extension State MG Program website.

Faculty should be updated on any problems regarding selection of new volunteers. A selection committee comprised of experienced Master Gardeners, and the MG Program Coordinator (when possible) is suggested.

Ensure background checks (through the WSP Criminal History website) are completed on all new volunteers and that letters of acceptance or regret are sent to the applicants. See webinar on State MG Program website March 2013 – Handling background checks for volunteers, what to do when offenses appear, keeping records and applications.

Ensure that volunteer files are kept secure and well maintained with their application, background check, and Pest Management Recommendation Form (found on State Program website).

Plan for orientation sessions with the Program Coordinator or with the help of volunteers using the MG Orientation Webinar on the state MG website.

Training of Volunteers

With the help of the Program Coordinator or MG volunteers, work with the State MG Program Leader to coordinate the WSU MG online training.

If possible, ensure mentors are assigned for new trainees and provide clear guidelines (found on the State MG Program website).

Monitor or keep informed on MG trainee’s progress with the online modules, quizzes and final exam.

Ensure that volunteers have read the MG Policy Handbook available on the State MG Program website.

Oversee the facilitation of on-going Continuing Education (CE) for Master Gardeners to make sure the classes are approved by WSU Extension for Master Gardener CE. Guidelines are available on the State MG Program website – Continuing Education Policy for MG Volunteers. With the help of the Program Coordinator or MG volunteers, make sure that requirements, such as the “Put the Child First” training, have been met.

Insure that all active MGs meet the Continuing Education requirement for recertification.

Outreach

Determine educational needs in local communities and help the Program Coordinator or MG volunteers set educational objectives and plan programs to meet those objectives.

Volunteer Management and Communications

With the help of the Program Coordinator or MG volunteers, ensure all new interns are added to the WSU Volunteer Hours database and monitor volunteer hours to assure minimums are being met for certification and recertification requirements. This includes the collection of reapplications every year from each volunteer.

With the help of the Program Coordinator or MG volunteers, coordinate recognition of volunteers. Oversee the tracking of the number of years volunteers have been in the program and order 5-year increment pins from the State MG office to recognize their service.

Ensure that the membership roster is kept updated.

Provide approval for, and help plan evaluation of, educational activities performed by Master Gardener Volunteers and ensure records are kept for end of year county and state reports.

Provide final approval of all WSU Extension Master Gardener Diagnostic Clinics in the County.

Coordinate and oversee the production of internal communication channels (newsletters, website, listserv, Facebook, etc.) for WSU County Extension MG Volunteers.

Serve as a liaison between the County MG Foundation and the WSU County Extension Master Gardener Program; collaborate with, and provide guidance to, the Foundation’s fundraising efforts.

Ensure that an MOA is in place with the local MG Foundation and kept up to date.

Serve as a liaison between the Master Gardener Program and other programs within Extension such as 4-H, Food$ense (SNAP ED), and other WSU Extension programs where collaboration is needed or can be enhanced by with the help from Master Gardeners.

Attend County MG Foundation meetings where possible or assign the MG Program Coordinator or a MG volunteer to receive updates on the foundation’s meetings.

Ensure that the MG Coordinator and MG volunteers are aware of, and in compliance with, all
state and federal civil rights laws and regulations.

WSU Extension
Volunteer Background Check Policy Revision
May 5, 2021

After careful consideration and review, WSU Extension is revising the Volunteer Background Check Policy. We thank you for your continued patience as we work together to ensure we have an effective policy. There are two essential changes.

  1. WSU Extension has approved alternative platforms for background screens to meet the WSU Extension requirements.
  2. Additionally, effective May 5, 2021, rescreening of volunteer background checks will be required every three years.

The following options are now available for volunteer background checks:

  1. Sterling Volunteers: This is the preferred method and is the only option available to 4-H volunteers who want the 4-H Program to pay for the background check. For all other volunteer programs, including Master Gardeners:
    1. Program Paid Background Screens: Sterling Volunteers is the only option available for volunteers who want the respective program to pay for the background check. (program paid screening is not available in all counties).
    2. Foundation Paid Background Screens: Individual Foundations will need to determine any limits on amount paid and may use the alternative methods described below if they choose.
      • WSU will continue to bill Foundations for background screens completed through Sterling Volunteers.
      • WSU cannot bill Foundations for alternative background check methods.
  2. WSU Extension will accept a Federal Bureau of Investigations (FBI) fingerprint background check. The FBI labels this as an Identity History Summary Check. Options for accessing a FBI Identity History Summary Check can be found at Identity History Summary Checks — FBI. An Identity History Summary Check will only be accepted with the following provisions:
    1. The volunteer is responsible for paying for the fingerprint check.
    2. The FBI fingerprint check must be a full criminal background check (Identity History Summary Check).
    3. The report produced by the FBI Identity History Summary Check must be delivered directly to: Jana Ferris, WSU Extension Volunteer Specialist, PO Box 370, Marysville, WA 98270 or ferrisj@wsu.edu.
  3. A volunteer may use an alternative background screening platform if they are able to have the screening report submitted directly to the Volunteer Specialist or WSU Extension personnel. As of May 5, 2021, IntelliCorp has been approved as an alternate vendor. Prior to using an alternative platform, including IntelliCorp, please contact the Extension Volunteer Specialist for specific requirements.

Race, Ethnicity, and Gender Data Collection and Reporting Policy Purpose:

To give all volunteers and participants in the WSU Extension Master Gardener Program an opportunity to define their own identity and to help WSU remain compliant with Title VI of the Civil Rights Act of 1964. Our goal is to serve all volunteers in a meaningful way that helps them thrive. The data will be used to evaluate policies, practices, and procedures to make sure we are not excluding individuals, either intentionally or unintentionally, from participating in our program.

Defined:

The WSU Extension Master Gardener Program (Program), as part of Washington State University (WSU), serves all audiences without discrimination. The Program has an obligation to give all volunteers an opportunity to define their own race, ethnicity, and gender (REG) identity. To that end, WSU Extension has developed a policy and procedure that will give all WSU Extension Master Gardener volunteers a place to define themselves.

Summary:

This policy covers collecting and reporting volunteer REG data for new and returning volunteers.

Once fully implemented the Program will be more informed about its participants and be able to employ strategies to improve diversity, thereby increasing our ability to serve all audiences across Washington state.

Policy:

All WSU Extension Master Gardener volunteers will be provided with an opportunity to define their race, ethnicity, and gender identity at least one time during their volunteer tenure. The REG data is confidential, is only available to program staff or their designee, is only reported in the aggregate, and is not reported in connection with the volunteer’s name or other personal identifying information.

New volunteers will be given the opportunity to complete REG forms during the application process.

Returning volunteers will be given the opportunity to report REG data during the annual certification process in GivePulse.

Process:

New volunteers: The most current application to become a WSU Extension Master Gardener contains a separate page that requests race, ethnicity, and gender data. Once the application is received in the office, either hard copy or electronically, staff will process as follows:

  • Limit the number of staff in the office who have access to the applications to only those who need to know. For example, the office manager and the program coordinator.
  • The REG data page of the application must be immediately removed from the applicant’s submission.
    • If received via hard copy, simply remove the hard copy REG page and store it according to your office Civil Rights Plan for aggregation into the Contacts by County/Tribal Location spreadsheet at the WSU Extension Master Gardener Program level.
    • If received via electronic PDF copy, take the following steps:
      • Save the application twice.
        1. 1. Save REG page only using a unique file name that does not include personally identifiable information e.g. REG_2024.1; REG_2024.2;
        2. 2. Save the application pages sans REG page using a file name that does include personally identifiable information e.g. Butch. T. Cougar_2024.
  • Report REG data for all applicants into the contacts by county/tribal location spreadsheet at the WSU Extension Master Gardener Program level.
  • Emails received that contain EMG applications should be moved to a folder that is specifically for Extension Master Gardener Applications. This folder is temporary storage for the full application including the REG page. Upon selection of all applicants to the program, all emails in the folder must be deleted.

Important Process Notes:

The REG page must be stored separately from the application and REG data must not be used in the volunteer selection process.

Returning volunteers: REG data collection is part of the annual certification application process on GivePulse.

Volunteer certification applications will be completed on GivePulse effective immediately. The application survey, including the REG survey, will be distributed to volunteers no later than November 1 and will close no later than November 30 of each year.

REG data is confidential. Administrator access to GivePulse should be limited to program staff and authorized designees to control access to personally identifiable information.

  • Build application survey from the provided template including the REG data questions.
  • Set deadline for completion for no later than the end of November.
  • Invite volunteers to complete the survey.
  • After the deadline, the REG data can be exported from the survey and reported via the Contacts by County/Tribal Location

Required Knowledge:

Required Resources:

  • Administrative access to the county GivePulse group.
  • WSU Extension Volunteer application
  • WSU Extension Contacts by County/Tribal Locations
  • Annual Certification Policy and Procedure

Helpful Resources:

  • Staying Mission Driven: Civil Rights with Kenitra Keeney
  • Civil Rights Compliance Resources | CAHNRS Faculty and Staff | Washington State University
  • Instructions for saving only selected pages of a PDF attachment from Outlook email.
    • Save only selected pages of a PDF attachment from Outlook email:
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      • Click the attached PDF file to view the document in Preview.
      • Click the Print icon at the top of the document Preview window.
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Washington State Extension
Volunteer Education Classes – eXtension.org

Landing page for our classes on eXtension

This will take you to the page that contains links to three volunteer classes:

  • WSU Put the Child First
  • Washington State 4-H Financial Management
  • Washington 4-H Volunteer Orientation Modules

Click the “Logon” button at the top right portion of the page. If you already have a campus.eXtension.org account, you will be prompted to login. If not, the right-hand side of the page indicates how to establish an account:

Is this your first time here?

You may now use your Google or your Microsoft account to create an account at this site and subsequently log in. If you do not have either of those, then please use the regular email-based procedure through clicking on the “Create new account” button below.

Another alternative is an Account Creation Form provided by our fee-based storefront site which does not require email validation. Upon creating an account there, you will find a link to bring you back to Campus, where you will be automatically logged in. Subsequent logins, though are done directly on this page at Home | Campus.

If you have any problems or questions about creating your account, see the Campus Help Page.

After you have created an account, you should be taken back to the screen with all three classes listed.

Each volunteer will be asked for an enrollment key. Your county group enrollment key is as follows:

WSU Put the Child First – [COUNTYNAMEMG or COUNTYNAME4H]
Example: JEFFERSONMG or JEFFERSON4H

Washington State 4-H Financial Management
AND
Washington 4-H Volunteer Orientation Modules – [COUNTY NAME-(ASOTIN) OR (BENTON/FRANKLIN)

NOTE: Double counties are listed together with a slash for the group enrollment key:
BENTON/FRANKLIN, CHELAN/DOUGLAS, LINCOLN/ADAMS

NON-TRAINED/NON-ENROLLED/NON-CERTIFIED INDIVIDUALS

Non-Trained/Non-Enrolled/Non-Certified individuals are not WSU authorized volunteers and cannot work on behalf of WSU. Therefore, these individuals who participate in WSU Extension activities and events are not covered by WSU Worker’s Compensation or Liability Protection. Their participation is at their own risk.

AUTHORIZED/ENROLLED/CERTIFIED VOLUNTEERS

WSU has a formal process for authorizing, enrolling and/or certifying volunteers. An interested individual must submit an application to a WSU Extension program, successfully complete required training, and pass a background check. If the applicant is accepted, he or she will receive documentation that he or she is an “Authorized”, “Enrolled” or “Certified” WSU Extension volunteer.

Authorized/Enrolled/Certified volunteers are protected under the State of Washington Tort Claims Law, RCW 4.92.060 in the course of performing their WSU duties. An authorized volunteer can request the University to defend him or her if an action or proceedings for damages are brought which arise from their acts or omissions while performing, or in good faith purporting to perform, their official duties.

Volunteers are expected to act in good faith and without negligence in the performance of their duties in order to minimize any chance of creating a University liability.

Volunteers may participate in the Department of Labor and Industries Medical Aid Program. Participation allows an injured volunteer’s medical expenses to be paid by the Department of Labor and Industries. Eligibility for benefits is determined by the Department of Labor and
Industries.

WSU recognizes the Master Gardener Foundation of Washington State as a partner in the delivery of research-based horticultural programs to individuals, communities, and horticultural professionals with the purpose of promoting human well-being, enhancing our environment, and encouraging community stewardship. The Foundation works in cooperation with WSU Extension Master Gardener Program leadership to provide volunteer-based unifying leadership to, and communication among, county and regional WSU Master Gardener programs, foundations, and affiliates to share best practices and to support the Annual State Advanced Education Conference.

Years of Service Recognition Pins

Lapel pins to honor MG’s who have contributed volunteer time for multiple years are provided by the WSU Extension MG Program leaders office.  Two weeks before your recognition event, please send a list of volunteers who will be awarded pins in each year category (5, 10, 15, etc.).

Use the following chart to determine when to award pins to MG volunteers.

Years of Service Milestone Chart

Years of Service/Pin2025202620272028202920302031203220332034
52020202120222023202420252026202720282029
102015201620172018201920202021202220232024
152010201120122013201420152016201720182019
202005200620072008200920102011201220132014
252000200120022003200420052006200720082009
301995199619971998199920002001200220032004
351990199119921993199419951996199719981999
401985198619871988198919901991199219931994
451980198119821983198419851986198719881989
501975197619771978197919801981198219831984

To order county specific Master Gardener Program apparel and promotional items:

Find the items you want to order at Washington State University Extension | E-Stores by Zome (estoresbyzome.com).

Then send an email to Zane Troester at zane@zomedesign.com with your order and a .jpeg of your county’s WSU Ext MG logo (or you can call him at 509-279-2034).

If there is something you want but don’t see, use the search feature on the estorebyzome website, or contact Zane and ask him if he has it.

Make sure you are following your county’s purchasing procedures prior to ordering apparel or promotional items.

Webinars – Extension Master Gardener Extension Master Gardener Coordinator Continuing Education Webinars

2026 National Extension Master Gardener Coordinator Conference – Extension Master Gardener

Throughout this site there are links to documents of various file types. Please contact our Statewide Program Leader if you require this information in a different format.