Volunteer onboarding and orientation are the processes that introduce volunteers to the mission, vision and values of the UC Master Gardener Program, and their new role. A thorough and complete orientation and onboarding process should include relevant program operations, policies, tools, and cultural norms. Volunteer onboarding and orientation may look different from county to county and will depend upon local staffing capacity and training schedules. Below is a summary of the statewide requirements and best practices to assist local leadership with new volunteer onboarding and orientation. 

Onboarding

Onboarding is the process by which new volunteers become UC Master Gardeners and agents of the University of California. All new volunteers must complete the following as part of trainee enrollment. It is recommended that these items be completed prior to or on the first day of the initial training course.

• Volunteer Position Description should be provided to potential volunteers prior to or as part of the application process. It is recommended that Trainees sign a copy before being appointed as certified UC Master Gardeners. Local programs must retain signed copies for the duration of the volunteer’s appointment and for up to 3 years after the volunteer resigns.
• Fingerprinting (DOJ) Live Scan process is typically completed prior to or during the initial training course. Trainees must complete and pass the Live Scan Fingerprinting process before being appointed as certified UC Master Gardeners. The Department of Justice (DOJ) maintains these records and local programs are not expected to review or maintain local copies.
• Waiver of Liability Trainees are not covered by The Hartford supplemental insurance. It is best practice to have all Trainees sign a waiver of liability prior to or on the first day of initial training. All Trainees must sign the liability waiver if they will perform any activities in demonstration gardens or program sites, or if they will be handling tools in the classroom. Trainees should never work at a demonstration garden or partner site without supervision from UC staff or certified UC Master Gardeners.
• UC ANR Adult Volunteer Code of Conduct must be reviewed and signed by all Trainees prior to certification and every year at annual reappointment. It is best practice to introduce the Code of Conduct prior to or as part of the application process and have Trainees sign this prior to or on the first day of initial training.
• UC ANR Photo Release should be completed by all Trainees if you share pictures of your initial training course activities in local blogs, newsletters, social media, etc. Once Trainees become certified UC Master Gardeners, they are agents of the university and UC has rights to use their images (while operating in their official capacity) for outreach, fundraising, reporting, and other official business.
• Add Trainees to VMS before initial training begins. The start year in VMS must reflect the start date of the training program. This date is internal to the program. Badge year can be the same or reflect the year in which the volunteer graduated and became certified.

Orientation

Orientation provides new volunteers with a basic understanding of the organization (UCANR), the program (UC Master Gardener Program), and its goals (mission, vision, values). Orientation may include an introduction to local organization structure, operating procedures, and safety protocols. Orientations also often include an introduction to local projects, volunteer opportunities, and mentorship opportunities.

The following presentations are recommended as a part of initial training or continuing education for First Year Master Gardeners. While it is best practice for staff to deliver these presentations, they can also be assigned as homework (paired with live Q&A) if time does not permit live delivery. 

• “We are MGs” (60 min, Canva or PowerPoint) presentation works well on day one of initial training. It is also often used as a part of the local volunteer identification and recruitment processes at pre-application informational sessions.
• Volunteer Management System New Users and Collaborative Tools News Users (30 min each, PowerPoint)
• Safety Training for Master Gardeners (15-30 min, PowerPoint)
• 5 W's of Program Evaluation (15-30 min, PowerPoint) and contact reporting
• Avoiding Conflict of Interest (35 min, YouTube) in the UC Master Gardener Program is critical to maintaining credibility as a trusted knowledge source.  

Mentorship 

Pairing Trainees and First Year Master Gardener mentees with experienced UC Master Gardener Program volunteer mentors is an excellent way to welcome new volunteers into the local program. 

Mentorship models may vary. Local leadership are encouraged to work with their existing volunteers to develop mentorship opportunities that fit within the local program’s organization structure and operating procedures. These are best practices when developing mentorship programs. 

• Ensure all reasonable effort (ARE) when recruiting and selecting mentors. Mentors should be a mix of early stage and more experienced UC Master Gardeners that are representative of the local program and community. Mentors must be active status and in good standing as a volunteer.
• Develop a mentor role description that outlines requirements, expectations, and benefits. Provide training to mentors before pairing them with mentees to ensure quality and consistency in the mentee experience.
• Local programs may offer volunteer hours for mentoring new volunteers and continuing education hours for mentor training. 

Connect with us!

The Volunteer and Community Engagement Team is ready to support you. Contact: Katherine Uhde, Regional Operations Specialist, kuhde@ucanr.edu