UME Volunteer Policies and Procedures

Volunteers contribute greatly to UME program success because they multiply the efforts of Extension professionals. The diversity of volunteers' competencies expands the creativity of the organization. To qualify as a UME Volunteer, a person must have completed a UME Volunteer Application, been screened and approved by UME, completed Volunteer Policy Training, received appropriate training, and executed a Volunteer Service Description and Volunteer Appointment Agreement. A person remains a volunteer only for that period specified in the initial Volunteer Appointment Agreement or Renewal Agreement. An appointment as a UME Volunteer does not create an employer-employee relationship. 

To begin the process of becoming a UME volunteer, an applicant must complete and sign a UME volunteer application form that contains truthful, accurate and complete information on applicant’s background, experience, abilities, and preferences for type of volunteer assignment. This form will be placed in the volunteer applicant’s file, and serves as a means to begin the screening process. The application form is available online on the Volunteer Resources section of the UME MG website.

Service Description

The service description form is available online in the Volunteer Resources section of the UME MG website, and can be found in the Forms and Resources section of this manual. A volunteer applicant must complete and sign the service description form.

It is important to note that the UMD AGNR programs, activities, and facilities are available to all without regard to race, color, sex, gender identity or expression, sexual orientation, marital status, age, national origin, political affiliation, physical or mental disability, religion, protected veteran status, genetic information, personal appearance, or any other legally protected class.

All volunteer applicants will be screened by the UME Operations office to determine suitability for a volunteer position. The specific requirements of the position and program will be used to determine the type of background check needed, as well as more general UME volunteer requirements and expectations. The screening process includes the following components:

• Personal interview

• References check  (written, email or telephone);  2 minimum

• Background check conducted by the UME Operations office. See more on this process in the official UME Background check policy

Appointment

Appointment to serve as a UME volunteer and a volunteer’s continued service lies at the sole discretion of UME. Particular consideration is given to whether an individual’s demonstrated abilities, skills, and interests will serve the program needs and interests of UME and its clientele.

A person selected to serve as a UME volunteer will be appointed for a specific period of time and under the terms set forth in the Appointment Agreement. The appointment term may not exceed three (3) years. The UME Volunteer Appointment Agreement must be signed by the volunteer, the supervising UME faculty or staff member and, if appropriate, a volunteer supervisor.

Reappointment

If you know you need to take a hiatus from the program, you must notify your MGC in writing letting them know when your hiatus period will begin, and when you anticipate that you will be rejoining the program. You should work with your MGC to make a plan for when and how you will check in with them.

A volunteer may be reappointed to a UME Volunteer position at the discretion of UME and providing the volunteer’s position performance is considered satisfactory to UME. If the responsibilities of the position remain the same or have only minor changes, the appointment may be renewed by the volunteer signing an appointment renewal document to be attached to the original volunteer appointment agreement and position description. A reappointment term may not be longer than three (3) years. If a volunteer is to be reappointed to a position significantly different from the original position, a new service description will be developed and attached to a new volunteer appointment agreement to be signed by the volunteer and UME. Failure to renew a volunteer’s appointment through the reappointment process before the expiration of his or her appointment agreement may require the volunteer to restart the entire process for appointment as a UME volunteer. 

Orientation

MGs will receive orientation covering the history, mission and structure of UME, the policies of the organization, a description of duties and responsibilities, an identification of risks, benefits, and expectations of the specific position. MG Interns can begin recording volunteer hours as soon as they have an appointment agreement on file and have completed their volunteer orientation and policy training, even if they have not completed all of their Basic Training hours.

Support

It is important for UME volunteers to be informed of the materials, facilities, support staff, and resources available to them to carry out the volunteer’s authorized duties and responsibilities. All UME volunteers are assigned to a UME faculty, staff, or volunteer supervisor for official supervision. Generally, this is the local MGC or another staff/ faculty member who temporarily fills that role in the absence of a MGC.

Recommendations

The verification of a volunteer’s service (start and end dates) with UME may be provided upon a written request by the volunteer to the volunteer’s supervisor.

A MG Volunteer may be separated in one of three ways:

1. The Volunteer may voluntarily separate anytime during the appointment period by giving written notice to the volunteer’s supervisor.

2. The Volunteer allows their Volunteer Appointment Agreement to expire without the intention to renew.

3. The Volunteer is involuntarily separated due to policy violations (e.g., misconduct, failure to serve and/or report the minimum required hours).

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

Volunteers who have been involuntarily terminated are no longer given access to the VMS. Volunteers may not serve or record hours in the representation of UME following separation from the program. See the earlier section on separation.

MD has special statutory protection for government units and its employees and volunteers. The immunity from suit and not simply immunity from liability for volunteers in State agencies is defined by the Maryland Tort Claims Act (MTCA). It protects volunteers to the same extent as State employees when negligence is defined as, “unintentional failure to exercise the care that a prudent or reasonable person usually exercises. It is doing something that a person using ordinary care would not do, or not doing something that a person using ordinary care would do.”  Ordinary care is that “caution, attention or skill that a reasonable person would use under similar circumstances.” However, certain actions may remain outside the scope of that protection. A UME volunteer is a person who is providing a service to or for the State, who is not paid in whole or in part by the State, and satisfies all other requirements for designation as State personnel (UME volunteer) and is performing within the scope of his or her duties, may be protected by the MTCA.  A tort is a wrong that harms an individual and can result from a particular action taken by the volunteer, whether or not intentional, or from a failure to act when there is duty to do so. Lawsuits by others seek to recover damages by the injured person. The volunteer and the UME may be held liable for the torts for which the State has waived its sovereign immunity.  To qualify for protection the incident in question must have occurred within the scope of the volunteer’s public duties and committed without malice or gross negligence. Scope of duties – includes all matters within the delegated or instructed authority of the volunteer most often defined by the position description and contract. Moreover, it specifically includes “any authorized use of a State-owned vehicle by State personnel.”  “Basically, if the individual committed the alleged tort in the course of official State duties, then the State will defend the action and accept the liability, and the individual will be protected.” The Act does not protect individuals guilty of gross negligence, malicious acts, civil rights or criminal acts. Gross negligence is defined as: “as a higher or exaggerated degree of negligence, or more serious form or ordinary negligence as with a degree of carelessness greater than negligence but not rising to deliberate wrongdoing.” Malice is defined as “acting without probable cause or forming an improper motive, being influenced by hatred and spite and including deliberate and willful mischief or as acting with reckless disregard for the truth or using unnecessary abusive language. An improper motivation that implies evil intent, which may be inferred from the intentional commission of a wrongful act.”  People have an interest in maintaining their privacy and this right to privacy as recognized in the state of Maryland. An individual may recover damages from another person including a volunteer for invasion of privacy. Be sure to use the UME privacy disclosure statement when collecting personal information, perceptions or opinions. The MTCA does not address the issue of court representation but separate statutory provisions deal with representation of State officers and employees for all types of suits. The Attorney General’s office policy is to interpret the MTCA and these statutes in a parallel manner for volunteers. If a volunteer acts within the scope of authorized public duties and without malice or gross negligence, then he or she probably will be entitled to sovereign immunity in a tort action under MTCA and legal representation provided by the state. Criminal charges are sometimes brought that relate solely to the performance of public duties. If the charges do not produce an adverse decision, the individual may apply through the Attorney General’s office to the Board of Public works for reimbursement of legal fees and costs incurred in defending against the charges. 

Information provided by the UME 4-H volunteer program.

Maryland’s Worker’s Compensation Act

UME Volunteers do not receive wages and are not in an employer/employee relationship with UME.  A volunteer who suffers a compensable injury under the Maryland Workers’ Compensation Act may be eligible for benefits as a volunteer worker for a unit of State government under the Act.

All UME Volunteers are expected to adhere to the same standards of conduct as faculty and staff of UME. In addition, UME volunteers are expected to adhere to all applicable University of Maryland and UME policies and procedures, including the following:

• UMD Non-Discrimination Policy and Procedures

• UMD Exposure to Bloodborne Pathogens Information

• Alcohol and Other Drug Abuse Policy

• UMD's Smoke-Free Policy and Policy on Smoking and USM Institutions

• Child Protection and Reporting of Suspected Child Abuse and Neglect

• Sexual Misconduct Policy

• Equal Employment Opportunity and Affirmative Action Statement of Policy

• Equal Opportunity Statement for Programs and Publications of AGNR

• Disability & Accessibility Policy and Procedures

• Program Requirements: Additional information, release, and compliance forms may be required for specific programs or events.

Ask your MGC if you need additional information on the above policies and procedures. 

It is the policy of the University of Maryland, College of Agriculture and Natural Resources, Maryland Experiment Station and University of Maryland Extension that all persons have equal opportunity and access to programs and facilities without regard to race, age, sex, color, sexual orientation, gender identity or expression, physical or mental disability, religion, ancestry or national origin, marital or parental status, genetic information, political affiliation, or on the basis of the exercise of rights secured by the First Amendment. (Not all prohibited bases apply to all programs.) The University of Maryland policy prohibits discrimination in employment and programs. Complaints of discrimination concerning a UME volunteer shall be promptly addressed by UME in accordance with applicable University policies. The Director of Human Resources Management, Office of the Dean, College of Agriculture and Natural Resources shall be immediately contacted when a UME member becomes aware of a complaint of discrimination involving a UME Volunteer. UME volunteers shall not discriminate against faculty, staff, volunteers, or clientele because of race, age, sex, color, sexual orientation, gender identity or expression, physical or mental disability, religion, ancestry or national origin, marital status, genetic information, political affiliation, or on the basis of the exercise of rights secured by the First Amendment.

Equal Employment Opportunity and Affirmative Action Statement of Policy

Equal Opportunity Statement for Programs and Publications of AGNR

The EEO statement will need to appear in some form on all University publications, including PowerPoint or other digital presentations. If the presentation is given entirely virtually, the "And Justice for All" poster needs to be included as a slide in the presentation.

From the AGNR Equity Administrator:

EEO Statement for Programs and Publications:

University programs, activities, and facilities are available to all without regard to race, color, sex, gender identity or expression, sexual orientation, marital status, age, national origin, political affiliation, physical or mental disability, religion, protected veteran status, genetic information, personal appearance, or any other legally protected class. 

For flyers and short announcements:

This institution is an equal opportunity provider. 

Accommodation Statement:

If you need a reasonable accommodation to participate in any event or activity, please contact your local University of Maryland Extension Office.