Master Gardener Volunteer Program Policy

Mission Statement

Master Gardener Volunteer Mission: Foster sustainable gardening practices and enrich the lives of our Master Gardener Volunteers by educating and mentoring gardeners in the community through opportunities to learn, connect with other gardeners, and support community service projects.

Our Commitment to You

The University of Maine Cooperative Extension is dedicated to making your volunteer experience meaningful and rewarding. As a volunteer, you can expect:

  • Orientation and training
  • Supportive supervision
  • Clear, appropriate opportunities
  • Recognition
  • A process for resolving concerns

In addition to these essentials, you’ll gain access to educational resources, connect with fellow volunteers, explore new interests, build skills, and make a positive impact in your community.

Your Responsibility as a Participant

As a Master Gardener Volunteer, you represent the University of Maine during all approved activities. You are expected to:

  • Be honest about your goals, skills, limitations, and motivations in order to help Extension staff help you find suitable volunteer opportunities
  • Understand your volunteer duties and follow through on your commitments
  • Provide feedback to help improve our programs
  • Treat clients, staff, and fellow volunteers with respect and cooperation

You must also follow UMaine’s non-discrimination, sexual misconduct, and mandatory reporting policies. These will be reviewed in more detail later.

To confirm your understanding, you’ll sign a Standards of Behavior Agreement each year during re-enrollment. All volunteers are required to renew their background check every three years.

Eligibility

The Master Gardener Volunteer (MGV) Program is open to any Maine resident interested in learning about horticulture and volunteering on garden-related community projects. Because we receive more applications than available training spots, applications are screened for county residence, gardening experience, and community service background during the selection process.

If you are a person with a disability and will need accommodation to participate in this program, please contact the MGV program coordinator prior to the start of the training to assure the fullest possible attention to your needs. Receiving requests for accommodations at least 14 days before the program provides a reasonable amount of time to meet the request; however, all requests will be considered.

Volunteer Projects

All MGV projects need to be pre-approved by your local MGV program coordinator. County MGV coordinators may require you to participate in particular projects.

Approved projects are those reviewed and authorized by a UMaine Extension Master Gardener Volunteer Coordinator. To be approved, a project must:

  • Align with the MGV program’s mission and focus areas
  • Address a local community need
  • Meet risk management and safety standards, evaluated in collaboration with project leaders and partners
  • Have enough volunteers and support to sustain the project

Only hours completed with approved projects can count toward your volunteer requirements.

Projects generally fall into one of the following categories:

  • Educational Programming: Volunteers teach research-based gardening skills to both youth and adults, empowering communities through hands-on learning.
  • Food Security: Through the Harvest for Hunger program, volunteers have helped distribute over 4 million pounds of fresh produce since 2000 to combat food insecurity in Maine.
  • Ecological Landscapes and Sustainable Gardening: Volunteers promote environmentally responsible practices through initiatives like the Pollinator-Friendly Garden program
  • Youth and School Gardens: Volunteers support the design, installation, and maintenance of gardens for schools and youth programs, helping to inspire and educate the next generation of gardeners.
  • Accessibility & Therapeutic Gardening: Volunteers help create gardens designed for all abilities, offering spaces that support physical health, mental well-being, and inclusive community engagement.

Volunteer activities may include:

Education: Direct and indirect methods for sharing horticultural knowledge and skills with the public.

Examples:

  • Teaching workshops or hosting public events
  • Answering gardening questions (e.g., at events or info tables)
  • Creating educational materials (e.g., articles, displays, teaching aids)
  • Developing and maintaining demonstration gardens*
  • Designing and maintaining accessible and therapeutic gardens*
  • Designing and maintaining gardens that support wildlife, including pollinators*
  • Mentoring new Master Gardener Volunteers
  • Supporting youth/school gardening programs

*Garden sites must include an educational component, either through on-site programs or informational signage.

Food Security: Focuses on hands-on projects that support the Maine Harvest for Hunger mission.

Examples:

  • Growing food for donation
  • Gleaning food from farms, community gardens, etc for donation
  • Coordinating gleaning efforts and/or managing a volunteer team of gleaners
  • Developing Maine Harvest for Hunger resources, such as updating a directory of donation sites

Leadership and Administration: Involves organizing and managing programs or activities.

Examples:

  • Providing leadership for projects, including coordinating volunteers
  • Planning and conducting meetings
  • Developing communications and surveys
  • Data entry and project coordination
  • Serving on committees (e.g., County Executive Committee)
  • Providing general support for Extension or office projects

Approved projects can be found on the project map. Note: The Master Gardener Volunteer Projects Map is not an exhaustive list, and some projects may not be active from year to year.

New MGV Projects

New projects may be started by Master Gardener Volunteers, or based on a request from an outside organization for help. The process for a new project to get approved is as follows:

  1. Project Leader discusses project idea with the local Master Gardener Volunteer Coordinator
  2. Project Leader completes new Master Gardener Volunteer Project Request Form including signing off on required non-discrimination policy.
  3. Local Master Gardener Volunteer Coordinator reviews and approves or declines project
  4. Project Leader receives email notification regarding the status (approved or declined) of their request form
    • If the project is approved, the project will be added to our online system and MGVs can start reporting hours for that project
    • If the project is not approved, the project leader may submit a new request form during the next review period
      More information can be found here

Reporting Hours and Impacts

Master Gardener Volunteers are required to report their hours and impacts through the Master Gardener Volunteer Dashboard, which also includes space to share stories. Reporting takes just a few minutes but is essential to the program’s continued support and funding. Your data helps us demonstrate the value of the MGV program, please don’t consider it boastful or unnecessary.

It is your responsibility to report your hours. If hours are not reported in a given year and you have not communicated with your coordinator regarding a leave of absence, then you may lose  the rights and privileges of being an active Master Gardener volunteer. You may connect with your local coordinator to discuss reentry into the program after a leave (planned or unplanned).

What Counts as Volunteer Time?

Remember: all volunteer activities must have prior approval from your coordinator. 

Counts as volunteer hours:

  • Travel to and from approved volunteer activities
  • Teaching or assisting with gardening events in your MGV role
  • Volunteering with approved partner organizations that align with MGV goals (requires coordinator approval and partner agreement on reporting and non-discrimination)

Does not count as volunteer hours: 

  • Attending training or workshops for your own learning
  • General support at non-MGV events (e.g., setting up for a club meeting you’re not presenting at)
  • Paid work during regular employment hours
  • Double-counting hours for other Extension programs (e.g., 4-H, Master Food Preservers)

If you’re ever unsure whether an activity counts, ask your local MGV coordinator before getting started. They’ll also let you know how often to submit reports.

Accessing the current Master Gardener Volunteer Training

Enrolled Master Gardener Volunteers can access the current year training as a refresher by enrolling at the lowest discounted rate. Contact your coordinator for more info.

When Offered Payments

If offered payment during any MGV activity, please only accept reimbursements for expenses or unsolicited non-monetary gifts, such as homemade jam or free plants. If an organization such as a garden club or adult education program offers an honorarium, you may accept checks made out to “UMaine” to support the Master Gardener Volunteer Program. Checks should be given directly to the local coordinator to make sure the funds are deposited into the proper account.

Donations

Master Gardener Volunteers may not solicit donations on behalf of Extension or the Master Gardener Volunteer Program without explicit permission from your MGV County Coordinator.

Use of the Title “Master Gardener Volunteer”

The title Master Gardener Volunteer should only be used by individuals trained in a Cooperative Extension program. During the training and through the first 40 hours of volunteering, participants are considered Master Gardener Interns. The title of Certified Master Gardener Volunteer is awarded to participants who successfully complete both the training and the 40 hours of volunteering by the end of the calendar year of the program.

  • The title is valid only when used by an active Master Gardener Volunteer who is participating in a program approved by the local Master Gardener Volunteer program coordinator.
  • Master Gardener Volunteers who wish to remain certified and active in the program must re-enroll annually and continue to volunteer at least 20 hours per year. There is no fee for continuing as a Master Gardener Volunteer. If something should get in the way of completing the annual volunteer requirement, enrolled Master Gardener volunteers may apply for a sabbatical.
  • The title should not be used in a manner that implies Cooperative Extension endorsement of any product or place of business.
  • The title may be listed as an educational credential or volunteer experience in a bio or resume. Here’s an example of an appropriate use in a bio: “Joy Gardener has been an active UMaine Extension Master Gardener Volunteer since 2019, serving over 80 hours of her time on various educational and food-security projects throughout Penobscot County.”

Additionally, it is important to note that the proper title is “Master Gardener Volunteer.” Including the term “volunteer” helps us send a clear message of the importance of volunteerism in the mission of our program. If you have any questions about the appropriate use of the title, please reach out to your local coordinator.

Re-enrollment

Annual re-enrollment is required to remain an active Master Gardener volunteer. The enrollment form ensures your county coordinator has up-to-date contact information and includes required annual agreements to our non-discrimination policy and standards of behavior. You’ll also have the option to agree to a photo release.

If you don’t re-enroll…  

  • You’ll miss important MGV updates including new volunteer opportunities and incentives for being an active volunteer.
  • Your activities cannot be considered for official MGV hours.
  • You will not be considered under UMaine liability coverage while performing volunteer activities.

MGV Sabbatical and Emeritus Policy 

Sabbatical Policy: 

Master Gardener Volunteers temporarily unable to volunteer may request a sabbatical from the program by completing this form. Sabbaticals are valid through the end of the calendar year. Currently, there is no limit to the number of sabbaticals a volunteer may request; however, volunteers must reapply each year during the spring re-enrollment period. All requests are reviewed by the MGV Coordinator.

Sabbatical Criteria: 

  • Must be actively volunteering (at least 20 hrs/year) when a sabbatical request is submitted.
  • Currently enrolled at the time of the request.

Master Gardener Volunteers on Sabbatical:

  • Continue to receive email communications related to the MGV program.
  • Are exempt from annual volunteer hour requirements.
  • Must complete annual enrollment.
  • Must maintain a current background check (every three years).

Emeritus Policy: 

The Emeritus title honors active Master Gardener Volunteers with at least 10 years of service who can no longer fully participate due to age, health, or other circumstances.

Emeritus status includes two options:

Emeritus Active: for those who plan to do some volunteering.

  • May continue to volunteer but with no yearly requirement.
  • Requires annual enrollment, hours reporting and an updated background check (every 3 years).
  • Continue to receive email updates.
  • May attend social and educational events open only to Master Gardener Volunteers.

Emeritus Retired: for those who no longer plan to volunteer.

  • May not volunteer as a “Master Gardener Volunteer.” A Master Gardener Volunteer Emeritus – Retired,  can no longer volunteer under the title “Master Gardener Volunteer” because they no longer complete required University of Maine background checks and volunteer agreements. Any volunteer work engaged in will be as a private citizen and not connected to the MGV program.
  • No requirements to complete enrollment, hours reporting or background checks.
  • Continue to receive email updates.
  • May attend social and educational events open only to Master Gardener Volunteers.

Emeritus Criteria (for active and retired): 

  • Minimum 10 years of active* volunteering as a Maine Master Gardener Volunteer
    *Active volunteering = completing enrollment and reporting at least 20 hours of volunteering per year.
  • Currently enrolled at the time of the request.
  • Two references who you have worked with in your role as a volunteer (fellow MGV, staff member of a partner organization, etc.)

Apply for Sabbatical or Emeritus Status:

To apply, log into the MGV dashboard and choose the Volunteer Resources tab to complete the application form (you must be logged in to complete the application). Applications are reviewed by the MGV Coordinator or MGV Advisory Committee.

Background Checks

All new Master Gardener Volunteers must complete a background check, with renewals required every three years for active volunteers.

The process is handled by UMaine Human Resources; staff do not see the results. A background check issue doesn’t automatically disqualify you, but it may affect the types of projects you can participate in.

What do I need to do?

  1. We will notify you when it is time to complete the background check process.
  2. Notify Extension.mastergardeners@maine.edu after you have completed the form.

Photo Use

University of Maine Cooperative Extension respects the intellectual property rights of authors of all written, photo, and digital works. For this reason, we have guidelines available about photos and their use in written and digital materials. Your MGV coordinator can share it with you and answer any questions.

As part of your annual enrollment, you may choose to sign a form granting UMaine Cooperative Extension permission to use photos you share and those in which you appear.

Pesticide and Medicinal Plant Recommendations and Use of Pesticides

Because Cooperative Extension is legally liable for its advice, and Master Gardener Volunteers act as representatives of the University, there are limitations on what types of advice they may provide.

Master Gardeners may NOT:

  • Recommend any pesticides (including organic and “natural” products). Only Extension staff may recommend pesticides.
  • Apply pesticides as part of the volunteer work (except on their own property)
  • Recommend plants for medicinal use

Master Gardeners MAY:

  • Refer pesticide questions to their Extension office, the UMaine Cooperative Extension Pest Management Office, or the Maine Board of Pesticide Control
  • Share official Extension fact sheets that include pesticide info

These guidelines help ensure legal compliance and maintain the integrity of the program.

Master Gardener Toolkit

For your future reference, these policies and procedures, along with other volunteer-specific resources, can be found in the Master Gardener Volunteer Toolkit, a password-protected website used as a hub for information specific to Master Gardener volunteers such as policy updates, special events, forms, and a direct link to our online manual.

Basic Garden Safety

For all gardening projects we recommend these basic safety measures:

  • Wear work gloves to protect hands from sharp objects and irritants.
  • Always wear closed-toe shoes.
  • Use common sense measures to protect yourself from sun and heat such as wearing a hat, long-sleeved, lightweight clothes, using sunscreen, drinking water, eating a snack, and taking frequent breaks.
  • Basic eye protection is recommended to minimize exposure to dust and plant debris.
  • Avoid exposure to insects and tick bites by wearing full-coverage clothing and insect repellent.

Tools and equipment can be hazardous and have the potential to cause severe injuries when not used or maintained properly. Always use the right tool for the job and examine it before using to make sure it’s in proper working condition.

Report any broken or unsafe tools to your supervisor as soon as possible.

Seek approval of project coordinators before using mechanized equipment such as tillers, string trimmers, mowers, and saws.

Maine AgrAbility, a nonprofit collaboration of the University of Maine Cooperative Extension and Alpha One, has a number of resources for people looking for adaptive solutions to make gardening safer and less physically demanding.

Project Risk Assessment

Volunteers proposing projects or programs where they’ll be working independently, not supervised in-person by Extension staff, must have a project-specific risk management discussion with their local coordinator and may be asked to go through additional training.

Your coordinator may use our risk management checklist (Google Doc) as a guide to help you consider all aspects of safety in your specific program or project. We may ask that community partners, such as a school staff collaborator, join the discussion in order to build a more robust risk management plan. Our goal is to help you avoid unsafe situations so you can focus on fun.

Public Program Best Practices 

Clear communication helps manage risk and set expectations for public programs. Before the program begins, make sure participants have access to:

  • Program goals
  • Activity descriptions and equipment/clothing needs
  • Dates, times, and locations
  • Program leader contact info
  • Cancellation policies
  • For youth programs: clarify if parent/guardian participation is expected
  • For longer programs: consider offering an orientation

Working with Vulnerable Populations

If youth, elderly, or people with disabilities participate without a guardian, a formal enrollment process is required. Your coordinator will guide you through this, which may vary by program.

Examples:

  • Enrollment forms for youth may include permission to apply sunscreen or insect repellent, and allergy info.
  • Enrollment can sometimes be done with partner organizations (e.g., schools or care homes).

These practices help ensure safety, clarity, and accessibility for all participants.

Two-Deep Policy

  • At no time during an Extension youth program may a paid staff member or volunteer be alone with a single youth where others cannot observe them. This is a must for anyone working with youth.
  • Paid staff or volunteers should never leave a youth unsupervised.
  • Staff or volunteers will make sure suspicious or unknown individuals do not occupy the restroom before allowing children to use the facilities.
  • No child should enter a public restroom alone. Always send children in pairs.
  • Never release youth to anyone other than the authorized parent or guardian, or other adults designated in writing by the parent/guardian.

Mandatory Reporting

Extension, as part of the University of Maine, has policies that require the reporting of certain information by our volunteers. We want to ensure the environment in our programs is comfortable, equitable, safe, and welcoming for all, including program participants, volunteers, and employees. Therefore, it is important for us to know about issues of discrimination so that the University can address them in a proactive way.

University of Maine policy makes all employees and volunteers mandated reporters of sex discrimination. So, if you witness or are told about sexual discrimination, including sexual violence, related to your Cooperative Extension volunteer work, you must report it. We ask that each and every Extension volunteer view the following video clip entitled Sexual Discrimination Training for Cooperative Extension Volunteers. In addition, if you work with youth in any of our Extension programs, we ask that you also watch the training entitled Mandatory Reporting of Child Abuse and Neglect. Each year, you are an enrolled volunteer, you will be asked to sign a Requirements and Standards of Behavior Form (Word | PDF) indicating you have received this training and understand your reporting responsibilities.

Liability

Generally, the university will provide liability protection and pay the legal expenses of a person who is sued for alleged negligence while acting appropriately as an approved volunteer of the University.

In order to be recognized as an approved Extension volunteer, the person must:

  • Be currently enrolled or registered,
  • Have received orientation and/or training, and
  • Be engaged in projects or assigned duties that are approved by an Extension staff member.

However, the University will not pay such expenses if the person did not act in good faith and with the reasonable belief that his or her action was appropriate and in the best interest of the University, or if the person had reasonable cause to believe that his or her action was illegal.

Health, accident, and life insurance are not the same as liability insurance or protections. The University does not provide any of these forms of insurance for someone hurt or injured in connection with its activities, unless the injury was caused by the University’s negligence.

The University provides no liability protection or physical damage insurance coverage (collision and comprehensive) for non-university vehicles. If you use a personal vehicle for a University-related volunteer role, your own vehicle insurance will be responsible for any insurance claims. The University recommends that personally owned vehicles used for University business carry at least $300,000 in liability insurance coverage. The University will not reimburse a volunteer or their insurer for any deductible or liability claim paid by their auto insurance or for any damage to a personally owned vehicle.

Our Commitment to Diversity, Equity, and Inclusion

University of Maine Cooperative Extension is committed to ensuring the civil rights of its volunteers, program participants and staff. Our civil rights policy requires that every person must be treated fairly and equitably with dignity and respect regardless of race, color, religion, sex, sexual orientation including transgender status and gender expression, national origin, citizenship status, age, disability, genetic information or veteran status.

Volunteers and community partners will be asked to sign off on the Assurance of Non-discrimination policy yearly.

The “And Justice for All” poster is a direct message from our federal funder that outlines your civil rights and how to request accommodations. If you feel these rights are not being upheld:

You can also report concerns directly to our federal funder using the information on the poster.

Volunteer Led Programs

If you lead a public event or workshop in your role as Master Gardener Volunteer you must:

  • Give participants the option to anonymously share demographic information (required by our federal funder)
  • Collect program feedback as requested by your coordinator
  • Use clear promotional materials that include our ADA accessibility statement
  • Work with your coordinator to ensure locations are accessible and accommodations are provided when requested

This information helps us:

  • Show we’re serving diverse audiences
  • Identify communities we may not be reaching

Your local coordinator will support you in collecting feedback and demographic info in a respectful and professional way. More information can be found on the page for volunteers offering workshops or classes.

Useful Links and Resources: 

Updated: September 2025