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/Area 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 Badge

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 unless 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 and Request for Reappointment, Appx. 3 (PDF, March 2025)
• Code of Conduct, Appx. 5 (PDF, June 2025)
• Proof of Driver's License/ Insurance, Appx. 7 (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 Gardener 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)
• 2025 Sample Letter to Honorary Master Gardener Volunteers (Word, 2025)
  • The 2016 Sample Letter to Honorary Master Gardener Volunteers (PDF, 2016) remains available in the Appendix of the UC Master Gardener Program Admin Handbook. We are in the process of receiving approval to update this document.
• 2025 Sample Letter to Request In-State Volunteer Transfer (Word, 2025)
  • For guidance on Out-of-State transfers, please contact a member of the Volunteer and Community Engagement Team
• 2025 Sample Letter to Confirm In-State Volunteer Transfer (Word, 2025)
  • For guidance on Out-of-State transfers, please contact a member of the Volunteer and Community Engagement Team

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 (Chapter 3, Section V-XI)
   

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 will be held on Apr 30, 2026 @ 1-2 PM. This webinar will be recorded and posted for viewing.

2026 Reappointment Office Hours:

Office hours will be hosted weekly on Tuesdays at 9:00 AM - 10:00 AM from May through August. UC Master Gardener Program staff, academics, and volunteers managing reappointment are welcome. Zoom information has been shared with UCANR personnel via email and Collaborative Tools. 

Questions? 

Please contact the Volunteer and Community Engagement Team.