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UC Master Food Preserver Coordinators
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General MFP Reappointment Timeline & Tasks

April

  1. Send email reminders to volunteers to catch up on logging hours
  2. (optional) Send paper letters to MFPs short on hours
    • Sample mail merge letter & Excel data file on Coordinator Website
  3. Decide how to handle insurance payments in your program: Individuals pay? Local program pays for all? Local program pays for volunteers who completed minimum hours? Local program’s choice.

May

  1. Send study guide & quiz questions to volunteers, when available
  2. Create reappointment tracking log (Sample tracking log on MFP Coordinator Site)
  3. VMS: double check start dates are included in all MFP & Trainee profiles
  4. VMS: Change Trainee Achievement to First Year MFP so the reappointment forms show up on their home page (make a note in the Comment section in the trainee’s profile)
  5. Send reappointment process instructions to MFPs, when provided by statewide office
  6. Sample emails to students & existing MFPs on MFP Coordinator Site
  7. Update tracking log with quiz status & identify those with minimum hours met

June (Reappointment month)

  1. Check quiz completion status regularly; update tracking log
  2. Run 2 sets of hours reports and update tracking log
    • First Year MFPS (first day of training to end of June)
    • MFPs (July-June)
  3. If collecting insurance payments, update tracking log for those who paid
  4. End of month: contact those who didn’t complete all reappointment steps; continuing?

July (Month to close out reappointment process)

  1. For MFPs who did not complete hours, reappointment forms, and quiz:
    • Change status to inactive; remove from Collaborative Tools groups and any other project groups
    • Send paper letter of status change; sample on MFP Coordinator Site
  2. Follow up with any stragglers who did part of the process to finish all parts of reappointment
  3. When all continuing MFPs are done with reappointment steps, submit reappointment list for approval to County Director

  4. Send status change and short hours letters as needed: resigned/dropped, to/from LAS, Honorary (personalize them to thank them for their accomplishments in the program)

    After CD approval:

  5. VMS: For any volunteers who changed their Achievement
    • For current Trainees with temporary status changed, change status back to Trainee
    • First Years MFPs to MFP (for previous year’s students)
    • MFP to Gold Badge (if using, once they reach 1,000 hours)
  6. VMS: For any volunteers who changed their Status
    • Active to Limited Active Status, Inactive/Resigned or Honorary
      • For Inactive/Resigned & Honorary: clear Interests and Preferences tabs in Roster Profile – both of these statuses do not have VMS access
    • Limited Active Status to Active or Inactive/Resigned or Honorary
    • For inactive MFPs from previous year, Inactive/Resigned to Deleted
  7. Send Deleted list to Office Fingerprinting Contact (or directly to Kimberly Rodegerdts) to submit to DOJ as NLI (No Longer Interested) to be removed from the UC ANR fingerprinting records
  8. Confirm active member count and account number with statewide office for insurance billing

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