UC Master Gardener Program News:
It was a question one of the MG Coordinators asked and we didn’t have an immediate answer. We asked the same question of the Office of Contracts and Business Services and after a bit of research, they came back with this answer based on UC Policy.
Keep all of the current records for the year that the Master Gardener is certified. When they are recertified, then the old records must be destroyed and the new ones filed and retained for the current year. The exception might be their original master gardener application. Do not keep any records that have personal information like social security numbers. Do not keep any records on the individual’s background investigation. Usually, coordinators do not have access to those records—only the county director does, but this may not be true in all cases.
Once a master gardener becomes inactive, then the records must be retained for three years. After the third year, the records again must be destroyed./span>
What’s new at the statewide Master Gardener Program? There is so much that it just floors us sometimes. First, there is this blog thing. Our hope to update it every week so you will always get the latest from the Statewide Master Gardener Office. If you will take some time to review it regularly, it may help to keep us all on the same page.
Second, I want to let you know that our first set of posters has been released. This set is on “Fire Safe Landscaping” and can be viewed/downloaded at http://camastergardeners.ucdavis.edu From there go to resources for volunteers and click on Poster Presentations. This is the first of ten different posters that will be available in both English and Spanish. We expect the Spanish version of the fire safe poster will be available in about 2-3 weeks.
We have also posted many new sample forms that may help your program. You can download these forms by going to http://camastergardeners.ucdavis.edu and then going to resources for coordinators (forms and worksheets). (remember, this is password protected: go to collaborative tools for the password) We are requiring that programs, at a minimum, have volunteers annually sign the Waiver of Liability, and the Annual Volunteer Agreement. We are working on a way to do this digitally so you are not buried in paper. The other forms are at the discretion of the county program.The forms and worksheets include:
- Master Gardener Volunteer Application - doc file in which you can only edit form fields (year, day of week, date, phone number, address
- Annual Volunteer Agreement & Request for Reappointment - doc file in which you can only edit form fields (program year, hours, county name, return date
- Code of Conduct/Responsibilities and Rights - pdf
- Photo Release/Proof CA Drivers License - pdf
- Waiver of Liability, Assumption of Risk, and Indemnity Agreement - pdf
- Request for Reinstatement - doc file in which you can only edit form fields (county name, hours, and address fields)
- Sample Letters
- Sample Dismissal Letter
- Sample Letter offering Appointment as Honorary Master Gardener
- Appointment Card(s)
Wondering how long to retain a volunteer's documents? There is actually already a policy. You need to retain the current years file and then once someone becomes inactive, you need to retain their file for three years and no longer. After that time you are required to destroy them.
We also have New Badges that include the statewide Master Gardener Logo. There is a white regular badge, a sage green “trainee badge”, a gold 1000 hour badge and a platinum 2500 hour badge and finally a 5000 UC colors badge. To view them, go to the September edition of the Statewide Coordinator Newsletter (see below). You can order badges from “Wayne Nameplate Company at (916)863-6202 or via email at firstname.lastname@example.org
Generally, the badges are about $4.50 each plus tax. I hope as you have new people come into the program or that you have replacement badges made that your program will adopt the new badge design to help with our goal of statewide consistency between programs.
If you didn’t get a chance to view our Coordinator’s Newsletter, you can link to it by clicking on:
under resources for coordinators. If you want to cut and paste parts of the newsletter to send out to your MGs, go to collaborative tools page for coordinators (through your web portal) for a MSword version of the newsletter. Look for Newsletter Archive in the header and this will link you to all of the newsletters.
You are welcome to provide comments about this blog or other issues that you think are important to the Master Gardener Program in California.