UME Master Gardener Program Basics

UME has conducted the MG program continuously since 1978. MGs extend the services, programs, and expertise of AGNR to the public. MGs are volunteer educators and representatives of UMD.

Vision: A healthier world through environmental stewardship.

Mission: Support the University of Maryland Extension by educating residents about safe, effective, and sustainable horticultural practices that build healthy gardens, landscapes, and communities.

Program Structure

The MG state office provides overall leadership, while MGCs directly manage all county/ city programs. MGs are supported and supervised by Master Gardener Coordinators. All certified MGs are part of the program and form a cohort at the local and state levels with fellow MGs. MGs play an important role in organizing their local program and planning volunteer activities. Newsletters, websites, Listservs, and social media are used to communicate with and among members. Each county/ city program has its own methods for communication.

The MGC and MG leaders within the program work closely together to make plans and decisions regarding MG operations and activities. The final decision-making authority for their program lies with the MGCs. They consult with the State Coordinator when issues or questions arise over the interpretation of policies and guidelines. 

The MG state office uses the term “county/city MG programs” because Maryland has 23 counties and Baltimore City, a separate jurisdiction that is not part of a county.

The function of the UME Master Gardener Program State Office is to provide state-level leadership, market the program internally and externally, collect and report impacts, and keep the program connected to all UME faculty, staff, and administrators. The state MG office also gives timely support and guidance to the county/city MG programs. This includes:

• convening MGC meetings and professional development opportunities

• managing and updating the Master Gardener handbook

• creating and updating online basic training modules

• hosting advanced training classes and conferences

• managing the Volunteer Management System (VMS)

• producing an annual MG report and monthly state MG e-newsletters

• mentoring and support for MGCs and MG leaders

• training and support for major MG programs

• establishing policies and procedures and developing new initiatives and programs

MG State Office Location:

Home and Garden Information Center 

12005 Homewood Rd.

Ellicott City, MD 21042 

statemg@umd.edu

MG State Office Staff:

Stephanie Pully, State Master Gardener Coordinator

pully@umd.edu

(410) 531-1754

Jean Burchfield, Master Gardener Program Management Specialist

jbur@umd.edu

(410) 531-5557

UME Master Gardener County/City Coordinators

The Master Gardener Coordinator (MGC) is responsible for all aspects of the program and is accountable to stakeholders, MGs, the State Master Gardener Coordinator, and AGNR administrators. The MGC is responsible for the major functions of their program including:

• Implementing the basic training course

• Managing and recognizing volunteers

• Approving and overseeing local projects

• Marketing and evaluating the program

• Reporting the successes of the program

The MGC works together with MG leaders to determine the growth and direction of the program. As previously stated, the MGC has the final decision-making authority within their local MG program.

UME MG Programs and Contacts

Information for local MG programs can be found on the UME website under “Local Programs.” Each county or city name includes a link to their local MG program homepage which provides additional information regarding Basic Training, events, community gardens, social media, and a list of the MG subprograms that the county or city participates in. Your local MGC may have additional ways to communicate within your group. MGs are encouraged to connect and network with each other!

Trainee: An individual who is screened, interviewed, and accepted into the training program. The minimum age is 18. A fee is charged to cover the costs of the Master Gardener Handbook, publications, refreshments, and other necessary supplies and materials and, in part, to support the state MG program. Trainees can start to volunteer once they complete Volunteer Policy Training and all required forms.

Intern: An individual who completes Basic Training (attends at least 75% of the classes), passes the final exam (75% or better), completes Volunteer Policy Training, and has completed and signed all required volunteer forms.

Certified: An intern who has completed the initial 40 hours of volunteer service within 12 months of taking the final exam. All volunteer service hours must be for approved volunteer projects and activities in accordance with UME MG Policies and Guidelines. MGs receive a signed certificate and name badge upon successful completion of the training and 40-hour volunteer requirement. 

Active: To remain an active, certified Master Gardener, one must: 

1. Provide at least 20 hours of certified volunteer service each calendar year. 

2. Complete at least 10 hours of continuing education (not including travel time).

3. Record volunteer and continuing education hours in the Volunteer Management System (VMS).

4. Have a current, signed “Volunteer Appointment Agreement” form on file at the local Extension office.

Depending on your county/city, there may be additional requirements for the local program.

Hiatus: A certified MG who wishes to become inactive due to personal circumstances. This status can last up to 3 years. The MG makes a written request to the local MGC. If approved, a letter confirming the “on hiatus” status is placed in the volunteer’s file. Volunteers who have been inactive for 3 years or less may change their status to “active” by volunteering at least 20 hours per year and completing at least 10 hours of continuing education. They also must sign a new UME Volunteer Appointment Agreement.

Emeritus: A MG who can no longer be active but wishes to stay connected to the program (attend social events and meetings, receive communications). Upon mutual agreement, the local MGC may grant this status (and an MG Emeritus Certificate) to a volunteer who makes the request. MG emeriti cannot serve in any capacity as UME volunteers, and can no longer access the VMS. Emeritus volunteers may not use their retired UME MG volunteer status to continue MG projects as private citizens.

Separated: A MG who no longer wishes to be part of the program or is dismissed from the program. These volunteers will not have access to the VMS.

See the Transfer Form Instructions and Transfer Form on the Forms and Resources page.

Basic Training Transfer

Definition: A MG Intern who has successfully completed MG Basic Training with one of the MG county/city programs and has scored 75% or higher on the final exam. They desire to transfer to a different MG program to complete their annual MG volunteer requirements.

Transfer Procedure: 

The UME MG Volunteer will complete and sign their portion of the Transfer Form and submit it to their current MGC.

The current coordinator will complete the “Transfer Notes” section, sign, and share the form with the volunteer’s future MGC. Copies of any relevant paperwork, including the original application, media consent form, etc., should be sent to the receiving MGC.

The future MGC will review the form, sign it, and keep it on file. 

The MGC receiving the transfer will email the volunteer to welcome them to the program, provide pertinent information, and include a copy of the completed Transfer Form. The previous MGC should be copied on the email. 

Both UME MGCs should then follow the instructions in the VMS Transfer Tutorial Video to transfer the volunteer’s VMS account to the new program.

In-State Transfer

Definition: An active MG volunteer who is in good standing with their county/ city program. The active MG desires to transfer to a different county/city MG program to continue their volunteer service.

Transfer Procedure: 

The MG will complete and sign their portion of the Transfer Form and submit it to their current MGC.

The current MGC will complete the “Transfer Notes” section, sign, and share the form with the volunteer’s future MGC. Copies of any relevant paperwork, including the original application, media consent, etc. should be sent to the receiving MGC.

The future MGC will review the form, sign it, and keep it on file. 

The MGC receiving the transfer will email the volunteer to welcome them to the program, provide pertinent information, and include a copy of the completed Transfer Form. The previous MGC should be copied on the email. 

Both MGCs should then follow the instructions in the VMS Transfer Tutorial Video to transfer the volunteer’s VMS account to the new program.

Out-of-State Transfer

Definition: An active MG who is in good standing with their State’s MG program and will transfer to a UME MG county/ city program. It is expected that MGCs accept transfers (interstate and intrastate) unless there is some compelling reason to not do so. Maryland borders four other states. A UME MG does not have to be a Maryland resident. A MG who moves to an adjacent state can continue to serve as a UME MG. However, accepting a new applicant who serves as an active MG in an adjacent state is strongly discouraged.  

Transfer Procedure:

The out-of-state volunteer will complete and sign the transfer form and present it along with proof of prior MG training and certification to the MGC for the program they would like to join.

The volunteer will be asked to purchase a Maryland MG Handbook.

The MGC should meet with the transferring volunteer to determine training needs and assign a local MG volunteer leader as a mentor.

The volunteer should complete the UME MG final exam as a take-home test and score at least 75%.

The volunteer will be required to complete and sign all required forms.

A small fee may be charged to the volunteer at the discretion of their MGC.

Volunteering in Multiple Counties

MG volunteers can volunteer in more than one county/city only with agreement and approval by the two county/city MGCs. Volunteers have a single profile in the VMS, and can only record hours for one county/city program. The MGCs need to agree upon how the hours will be recorded in the VMS. If considering a project that would involve another county, MGs need to talk to their own MGC first.

Returning Hiatus & Separated Volunteers

At the MGC’s discretion, a separated MG volunteer who voluntarily left the program or a MG on hiatus or inactive for more than 3 years may return if the following conditions are met within one year:

• Pay a partial Basic Training fee.

• Attend 50% of the basic training classes or take 20 hours of advanced or continuing education.

• Complete 20 volunteer hours.

• Take and pass the final exam (with a passing score of at least 75%).

• Complete and sign all required forms, including a new UME Volunteer Appointment Agreement.

• Purchase a current MG Handbook if they don’t have one. 

Volunteers who are planning to go on hiatus need to let their MGC know in writing when they plan to begin their hiatus and when they plan to return. Please note that hiatus may not be requested at the end of the year in order to excuse not meeting the requirements for the year.

Returning MG Interns

Interns who need to temporarily leave the program should contact the MG Coordinator in writing stating when they are leaving and when they plan to return. At the MGC’s discretion, interns who are inactive for a period of 3 years or less may become certified if they meet the following conditions within a year: 

• Pay a partial basic training fee.

• Attend 50% of the basic training classes or take 20 hours of advanced or continuing education. 

• Complete 40 volunteer hours. 

• Take and pass the final exam (with a passing score of at least 75%). 

• Complete and sign all required forms.

• Purchase a current MG Handbook if they don’t have one. 

Interns who are inactive for more than 3 years and wish to return are treated as new trainees. 

Voluntary Separation

MG volunteers can voluntarily separate from the program at any time during the appointment period. They should notify the MG Coordinator by letter or email that they intend to leave the MG program on a specific date.

Upon termination of the appointment, the volunteer must return all UME property issued to the volunteer including, but not limited to, apparel, signage, equipment and tools, and materials and publications to the volunteer’s supervisor or designee. The MG will no longer have access to the VMS.

Involuntary Separation

As stated in the Volunteer Appointment Agreement, UME may terminate a volunteer’s appointment prior to the date specified in the volunteer’s appointment agreement if UME determines termination is in the best interest of UME. Written notice of termination will be mailed to the volunteer. 

Upon termination of the appointment, the volunteer must return all UME property issued to the volunteer including, but not limited to, apparel, signage, equipment and tools, and materials and publications to the volunteer’s supervisor or designee.

Types of Policy Violations and Negative Behaviors That Can Lead to Separation

Violations of UM, UME, State MG Program, and county/ city MG Program policies can lead to involuntary separation from the program. Abusive, disrespectful, and disruptive behavior toward the MGC, other MGs, or clientele, especially when repeated, can be grounds for dismissal. Other examples of unacceptable actions include working on unapproved MG projects and activities, dispensing information that is not science-based, publishing information without proper vetting and approval, omitting the University affiliation with the MG Program, signing and entering into agreements, contracts, or partnerships on behalf of UME, engaging in overtly political activity, or using MG status for financial gain. 

Procedures to Address Behavior Issues and Policy Violations

Step 1: MGC meets with the volunteer to discuss a specific policy violation or concerning incident or behavior. The inappropriate act will be identified and discussed. The MGC and MG will agree on what should be done in the future to prevent these situations or to handle a situation better.

Step 2: If the problem continues or escalates the MGC meets a second time with the MG. An Extension Educator or Area Extension Director may also be included. The discussion will include a letter with a brief description of the policy violation and/or negative behaviors, a summary of the first meeting, and corrective actions. The letter is discussed and signed by the MG and MGC.

Step 3: If the problem continues, the MG will be separated from the program.

MG Program Structure and Leadership

Many programs have established volunteer leadership roles, boards, and committees to assist in running their programs. Volunteers are generally invited to be leaders as a member of an executive board, or as a committee chair. As previously noted, all program activities and decisions are ultimately subject to approval by the MGC.

Committees can be formed around specific projects, types of projects, topics such as the UME MG subprograms (Ask A MG Plant Clinic, Bay-Wise, Composting, Grow It Eat It, Native Plants, Pollinators), or another organizational format that works for the local program.

Please note that MGs who are paid staff or officers of organizations that partner with the UME MG program cannot hold leadership positions in the UME MG program, including committee chair, advisory board member, executive board member, president, vice-president, treasurer, secretary, etc. Doing so could create dual allegiances and potential conflicts of interest. We would not want a volunteer to use their leadership position to steer MGs and resources to projects sponsored by their employer. If there are questions, contact your MGC.

UME paid staff and faculty may become MGs, but shall not hold leadership positions including committee chair, advisory board member, executive board member, president, vice-president, treasurer, secretary, etc. because it could create conflicts of interest. In addition, it should be noted that any staff or faculty members who join the MG program must complete all volunteer and continuing education hours outside of their normal work time.

Communication

Communication is a key component of the MG program. Local programs use their own systems to communicate important program information and to sign up for events. 

To receive communication from the MG state office, ensure that your contact information and email address are up to date in VMS. Communications consist of monthly newsletters or other important, timely announcements.

All volunteers are required to input their information into the online Volunteer Management System (VMS). This system is where volunteers keep track of their hours, report their contacts, and submit them for MGC approval. The MG state office monitors this system and uses it regularly for reporting, so please make every effort to keep this up to date and ensure you enter your data accurately and on a regular basis. For instructions on how to use the VMS, please see the VMS page in this manual.

Please note that not all measurements of success or accomplishments are quantitative. It is helpful to keep track of anecdotes, stories, and qualitative metrics as well as quantitative metrics. Consider reporting qualitative measures (success stories!) to your MGC so they can gain support for the program.

Education is the mission and principal goal of the MG program. As UME representatives, MGs should only be working on projects and activities approved by the MGC or the person(s) designated by UME to fulfill that role. Volunteer service hours entered in the Volunteer Management System for non-approved projects and activities will be rejected. All appropriate volunteer hours should be entered in the online VMS. This includes planning meetings and events, committee and administrative work, and time spent preparing for activities. Volunteer service includes the travel time for volunteer activities and MG meetings but does not include continuing education (classroom hours or travel time). The following broad guidelines can be used to determine the suitability of a particular activity or project: 

1. Consistent with the MG educational mission. Garden maintenance activities should be kept to a minimum.

2. Accessible and open to the public. Site visits to the private properties of individual clients are strongly discouraged unless they are part of an approved activity, like the Bay-Wise Landscaping program.

3. Provides the public with science-based accurate, and useful information regarding horticulture and integrated pest management. 

4. Educational in nature.

5. Does not result in personal financial gain for Master Gardeners. 

6. Conducted by the MG as a representative of the University of Maryland. 

MGs should discuss ideas for appropriate activities with the MGC and MG leadership and submit proposals using the formal process established by your local program for this purpose. There is a template project proposal form available in the Forms and Resources section. All MG activities/projects must be approved by the MGC or the person(s) designated by UME to fulfill that role.

Common Activity Approval Clarifications

The following can be approved activities:

• Providing technical assistance to a private school or place of worship that wishes to install a pollinator garden (See Separation of Church and State section for guidance on working with places of worship)

• Representing UME on an advisory board for a local environmental organization (if approved by the MGC)

The following cannot be approved activities:

• Registering people for a 5K wellness walk

• Picking vegetables to help a shorthanded urban farmer

• Advising a neighbor about planting a native groundcover

Out-of-state projects

A project in an adjoining state or Washington, D.C. may be approved if:

1. It meets the criteria for an approved activity or project,

AND

2. A written, signed agreement is created between the MG program and the entity sponsoring the activity or project. The agreement would list the nature and scope of the activity or project and the specific role of the MGs. To fully protect our volunteers under the Maryland Tort Claims Act (MTCA), the agreement would have to specify that

“This agreement is governed by the laws of the State of Maryland excluding its conflicts of laws/ rules.”

Or

“Nothing in this Agreement is or shall be deemed to be a waiver by University of Maryland of its status as a sovereign entity of the State of Maryland under Maryland law or the Constitution of the United States.” 

The MGC cannot sign the agreement- it must go through administrative offices at UMD AGNR. Projects occurring in other states are not encouraged, as our primary goal is to serve Maryland residents.

MGs should represent themselves as UME Master Gardeners first and foremost. MGs are proud of their county/city affiliation; the local connection makes the program extra special to residents. But highlighting that we are part of UMD- AGNR greatly increases the public’s trust and confidence in our MG volunteers and programs. They know it is science-based and that we are not profiting from our information and activities. When identifying yourself as a MG, you should say that you are a University of Maryland Extension Master Gardener from your county/ city.

Conduct Guidelines

UME MG volunteers are expected to conduct themselves in accordance with the following guidelines to ensure a trustworthy reputation for the program. MGs should adhere to the following guidelines:

1. Identify yourself as a UME Master Gardener Volunteer or UME Master Gardener Intern when participating in events sanctioned by the University of Maryland. Always wear your name badge. Remember that the public has respect for you and confidence in your abilities because of your association with the University of Maryland. They expect impartial, objective information. Your job is to provide factual information that can help clients make informed decisions.

2. Do not attempt to answer questions outside of the home/community horticulture area (e.g. food preservation, nutrition, commercial production). Be prepared to refer clients to appropriate resources, UME professionals, or other agencies and organizations. If you’re unsure of the answer to a client question you can take down the pertinent information, research the question, talk to other Master Gardeners or Extension professionals, and then email the client back with an answer, or refer the client to the appropriate Extension professional. You can also refer people to HGIC’s Ask Extension service to submit their questions.

3. Unless instructed to do so by an Extension professional, MGs should not directly contact campus faculty, Extension Specialists, or the Plant Diagnostic Lab. This also applies to partners or organizations in the community. Initial contacts should come from the MG Coordinator.

4. Do not endorse brand-name products or recommend a particular company. Additionally, do not criticize the work of a lawn care, pest management, or other horticulture-related company. Do not become involved in disputes between individuals (e.g. “my neighbor sprayed my rose bushes with something”) or between an individual and a company (e.g. “do you think I should sue my lawn care service”?). Do not debase a company or product based on personal, non-scientific opinions (i.e. “this company’s product kills the earth”).

5. Many volunteers make a big difference in people’s lives when working in the therapeutic horticulture arena. Volunteers should always work under the supervision of a health care professional and closely adhere to the facility’s institutional policies and guidelines. 

6. First and last names appear on the MG badge, as is the case with faculty and staff name badges. However, if a volunteer has a privacy concern, they can discuss other options with their MGC.

7. On occasion, retail nurseries, greenhouses, and garden centers may ask MGs to make presentations, conduct plant clinics, distribute fact sheets, etc. for special events, fairs, and festivals conducted by the individual business. In some cases, businesses have given honoraria to the MG programs for these services. Any honoraria must be given to the MG program in that county/ city for programmatic support. This type of activity is permitted as long as the following criteria are met: 

   • Limited to a single event, or well-defined series of special events 

   • Does not overwhelm MG resources or reduce the effectiveness of other MG activities 

   • Will further the educational goals of the MG program, UME, and AGNR

   • Made available to other similar businesses to avoid the appearance of partiality 

   • The MG presence is advertised and promoted prior to the event

   • Does not enrich or aggrandize individual MGs 

   • The identity and affiliation of the MGs is clear and unmistakable MGs are given a separate designated area to educate customers to help maintain our reputation for impartiality and objectivity 

Educational Materials 

1. Ask for permission and give proper credit to information sources used in articles for MG newsletters, print media, presentations, and websites. Follow the guidelines in the “Fair Use” section.

2. Classroom outlines, articles for media, MG newsletters, web content, and other materials developed by volunteers must be reviewed and approved by an Extension professional prior to distribution or release. 

3. While volunteering for UME, a MG must only use and disseminate science-based recommendations and information from UME and/or other land-grant universities or institutions of higher learning. Practices that are not science-based should not be discussed. 

4. All educational materials purchased with program funds or developed for training, projects, or use by MGs (e.g. slides, photography, PowerPoint Presentations, tools, insect and herbarium mounts, and books) are the property of UME. MGs who take photos with their personal cameras and phones retain the copyright to those photos and UME has the non-exclusive right to use the photos for the MG program. The photo is owned by the MG photographer who takes the photo with his/her personal camera. The photographer could put his/her name in the watermark if they like.  By using the photo in UME materials (e.g., PowerPoint presentations, MG newsletters, etc.) the MG photographer implicitly gives UME permission to use the photo for educational purposes. The photographer can use their photos any way they like outside the MG program. When the MG photographer separates from the MG program, UME can continue to use the photo for educational purposes.

Pesticides and Pest Management Recommendations 

1. It is the client’s responsibility to use pesticides safely and legally. ALWAYS insist that clients READ and FOLLOW pesticide label directions and remind them that it is a federal offense to use any pesticide in contradiction to the label information. The label is the law. 

2. When clients have questions about specific materials refer them to the manufacturers’ telephone number or the National Pesticide Information Center (npic.orst.edu; 1-800-858-7378). MDA’s Pesticide Database is also a good place to look for up-to-date information. Do not speak for pesticide companies. 

3. It is important to be up-to-date on the labeling information for commonly used pesticides and knowledgeable about non-chemical pest control methods. 

MGs may not apply any pesticides (e.g., glyphosate, insecticidal soap) on public land (including demonstration gardens). Pesticides can only be applied on public land by individuals with current Pesticide Applicator Certification issued by the Maryland Dept. of Agriculture, or a trained individual (including MGs) working under the Certified Applicators’ supervision. 

UME’s Statewide Extension Advisory Council

The purpose of UME’s Statewide Extension Advisory Council (SEAC) is to provide feedback to the Associate Dean (AD) and the UME Council (UMEC) on statewide clientele needs to serve as the basis for determining priority Extension programming investments. The membership and organizational structure are defined by UME with input from faculty and staff. The current list of State Advisory Council members can be found online on UME’s website.

Local Extension Advisory Councils and Extension Advisory Board

Each county has its own Extension Advisory Council (EAC), and Baltimore City has an Extension Advisory Board (EAB). An EAC or EAB is comprised of community leaders who help advise, promote and market UME in their local county or in Baltimore City. Council or Board members serve an essential function through their intimate understanding of their local communities and search for new opportunities for UME. In order to help them understand the breadth of research-based educational programming efforts, local educators typically provide ‘hands-on’ opportunities for them to experience programs they are offering in the community. MGs can represent the MG program on County EACs or the Baltimore City EAB.

The purpose of the Extension Advisory Council is:

1. To serve in an advisory capacity to the County Extension faculty in:

   • Developing the overall County Extension program.

   • Identifying problem areas that Extension could address.

   • Establishing program priorities.

2. To maintain adequate fiscal internal control procedures to handle any direct county funds and/or local groups and organizations' involvement in and with University of Maryland Extension programs.

3. To assist with informing clientele, support groups, and the public about Extension programs, activities, and accomplishments.

4. To assist with building support for Extension Programs.