To support a smooth and consistent volunteer transfer process, the statewide office has created two helpful letter templates in response to requests from local Program Coordinators. These templates are designed to make transferring volunteers between UC Master Gardener Programs easier for everyone involved.

We encourage all local programs to use these templates and follow the recommended process to ensure clear communication and a positive experience for our volunteers.

The templates, a transfer request and a transfer confirmation, are available on Box in the Statewide UC MC Coordinator Resources folder under Volunteer Hub > Reappointment.  

Transfer eligibility criteria:

Status: active or limited active 

Achievement: First-Year, Master Gardener, Gold Badge, Platinum Badge

In compliance: completed or on track to complete required volunteer and continuing education hours, no active conflicts or pending suspensions, volunteer projects completed or covered, and up to date on annual dues and other local program requirements

Note: Local programs may not be able to accept a transfer due to capacity limitations at the time of request. Additionally, local programs may have local dues, financial procedures, program operations, projects, and norms that differ from other counties. 

Preparing to Transfer Volunteers in California: 

Step 1: Volunteer contacts current Program Coordinator to inquire about transferring to another county.

Step 2: Current Program Coordinator verifies the volunteer is eligible for transfer and in good standing with the program. 

Step 3: Volunteer or current Program Coordinator runs an expanded lifetime hours report for the volunteer, saves a copy locally, and shares it with the volunteer. 

Step 3: Using the In-State Transfer Request Letter template, the current Program Coordinator emails the potential new Program Coordinator requesting the transfer. Attach a copy of the volunteer’s expanded lifetime hours report.

Step 5: Volunteer completes background check in new county. Background investigation records are not transferable from one California county to another. Accordingly, before transference of appointments can be approved, the volunteer must be security cleared in the new location. 

Step 6: The current and new Program Coordinator work together to transfer the volunteer on VMS. See How-to Transfer Volunteers in VMS below. 

Step 7: Using the In State Transfer Confirmation Letter template, the new Program Coordinator emails the volunteer and confirms they have been accepted into the new program. Both program coordinators retain a copy of the transfer request and transfer confirmation letters. 

How-to Transfer Volunteers in VMS: 

1. Log into VMS
2. Select ‘Roster’ from the left navigation bar
3. Select the brown ‘Admin’ button to manage the roster
   1. Find the volunteer to be transferred
4. Select the pencil icon to edit the volunteer’s profile
   1. Select the ‘Programs’ tab
5. Click the blue ‘+Transfer’ button in the County column
   1. A window will appear with a ‘Transfer To:’ drop down menu
   2. Select the new program county name
   3. Click the blue ‘Save’ button
      1. The pop-up window will close, and both county programs will appear in the volunteer’s profile.
6. Select the radio button next to the new Program name. It will turn blue.
   1. Click the yellow ‘Update Status’ button. 

Once these steps are complete, contact the new Program Coordinator and confirm that the volunteer appears on the new county Roster. 

7. The current Program Coordinator updates the volunteer’s status to Deleted in the current county.
   1. Click the yellow ‘Update Status’ button in the current county. This will delete them from the current county roster.

The volunteer will now only appear on the new Program roster.  

Note: There is no manual transfer or manual entry of hours needed. Do not manual enter hours, this is considered double counting and is not allowed. The hours earned by the volunteer follow their profile, as well as stay in the originating county on reports.

VMS Support: on VMS Help.

Reference

University of California Cooperative Extension Master Gardener Program Administrative Handbook for Program Staff Chapter Three: MG Volunteer Status, X. Transfer of Appointment from One California Couty to Another