Reporting Volunteer Hours on the WSU website

Claudia Steen

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

How to Log on to Volunteer Web Site • Log onto: http://ext.wsu.edu/volunteers/logon •  Your email address is your username•  The generic password is password! . Don t forget the exclamation mark and don t put in the quotes.•  Hit Log In

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

Report volunteer hours monthly: •  Can add personal information•  Change password to something you can remember

•  Be sure and write it down somewhere in case you forget!!!!•  Will need to contact WSU if you forget not Program Coordinator

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

•  Next click on Volunteers•  Window will open with the following•  Each have a summary of what it allows you to do

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

Entering your Volunteer hours: •  Hit Enter activity located at the top of the box

•  Assure Program County is Yakima•  Assure Program is Master Gardeners•  Assure Location of activity is Yakima

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

Volunteer hours: •  Enter activity on pull down list (information to follow)•  Don t forget to change activity between entries!

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

Pull Down list of Activities

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

Pull down list of Activities •  Answer/Plant Clinic

•  Diagnostic clinic, Farmer s Market, Fair booth, Home Depot, etc. Venues where you answer gardening questions from the public

•  Community Involvement•  Those gardens involving adults – ex: Buena •  Must get approval from Foundation for any other garden before entering hours!•  MG may not receive produce from garden, it is for the gardeners from the community•  Only hours involving adult education can count

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

•  Pull down list of Activities cont. * MG Annual training Interns only – for class hours and all other educational activities (continue for those in 2-year plan) * Continuing Education Veterans only - class hours, Adv Ed Conference, Spring Symposium, Saturday DG or HG classes, writing & researching news articles or talks

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

Pull down list of Activities cont.

•  Demonstration garden •  Creation and maintenance of the garden used for teaching purposes. You can WORK in the garden.•  We now have two designated gardens to include:

•  The Demonstration Garden at the Red Barn•  The Heirloom Garden at the Greenhouse

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

Pull down list of activities cont:

•  Other Educational delivery•  Give a talk for speaker s bureau, lunch & learn, garden clubs, spring workshop presenter, DG or HG garden class, etc. (Prep time for talk is under continuing education for vets OR program support – your choice)

•  Program support•  Big category with lots of activities. Greenhouse, Plant Sale, Arboretum, help on teams, mentoring, office assistance, Foundation or board meetings, etc.

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

Pull down list of activities cont: •  Youth Outreach•  School gardens - giving presentations at specific schools – teaching same children weekly

•  Only one individual for each school to record demographics•  Tending gardens do NOT count!!

•  Children s Community events – •  These are 1-2 day events with many children•  State name of event under specific activity

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

Specific Activity list (this is optional)

•  Must use these abbreviations ONLY! Please no others!• Answer/Plant Clinic

•  EXT = Extension office plant clinic only•  FMC = Farmer s Market (does NOT include set up/take down that goes under program support)•  FB = Fair Booth (only hours answering questions)

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

Specific Activity list

•  Other Educational Delivery•  SB = Speakers Bureau (only time giving the actual presentation)•  WG = Writers Guild time spent writing, editing and publishing articles. (researching topic under CE or PS)

•  Demonstration garden•  DG = Demo garden at the Red Barn•  HG = Heirloom garden at the Greenhouse

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

•  Program Support•  INT = activities that revolve around new interns (Meet & Greets, online class, in class mentoring, monitoring their progress, etc)•  PHO = Photo activities to include taking, saving, editing and printing of pictures including directory and photos for displays•  GH = Greenhouse, propagation, labeling, repairs, cleanup, etc

Specific Activity cont:

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

Specific Activity cont:

•  Program Support cont.•  PS = Plant sale, preparing ads, sale posters, mailing, plant posters. All activities related to preparing for sale, all hours spent during sale, clean up after sale•  FM = Foundation Meetings (including Board meetings)•  TM = Team meetings (see details)•  CI = Community involvement consult

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

Specific Activity cont:

•  Youth Outreach•  School programs – use code

•  BY, LC, MC, WI, UG, WH•  Programs that are only 1-2 days in length – type in name

• Arbor Fest, West Valley Days, Wapato Science Day, Mother s Day Baskets, Selah Children s Day, YES, Home Depot, Lasagna Garden, Youth Demo Garden, 4-H, etc.

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

Use Calendar to enter date

•  Click on the date you volunteered on the calendar•  Enter start time with pull down list•  Enter end time with pull down list Be sure and note am

and pm – then double check elapsed time

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

Enter Contacts

•  Don t need to worry about demographics•  Team leaders will enter that information•  Interaction with education of the public to include: EXT, FMC, FB, SB, Youth, SS, DG & HG classes•  Hit save at the bottom (or can clear form to start over)can clear form to start over)

Enter if activity

involves only YOU with a

group

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

Error Box - data was entered incorrectly •  If error(s) are made – box at top left will have an exclamation mark and error will be noted in red•  Correct error until see green check mark in box

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

View/Edit Activity

•  Use this to assure entries are correct•  Can also use this to go back and make corrections

Can also use this to go

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

View/Edit Activity •  Select year with pull down list at top•  Information seen at the top•  To edit hit select on entry that needs to be corrected•  Make changes & hit submit

Information seen at

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

Printing out report for reporting year •  Click on Report – My Hours•  Set Beginning date to 11/1/2017•  End date to 10/31/2018•  Hit Go•  Can see CE hours, volunteer hours and list of details•  Can print out - Control P

End date to 10/31/2018

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

What does NOT qualify for volunteer hours

•  Food preservation/preparation or nutrition classes for CE•  Garden Craft or photography classes for CE•  Personal trips and tours not pre-approved•  Personal research or reading not related to a specific MG project•  Travel time to and from events (travel time for work related travel must be approved ex: Mabton express at rate of $.14/mile)

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

Important Reminders •  Important to remember reporting your volunteer hours needs to occur every month!•  Can be done several ways

•  Enter item the day of the activity•  Write information down on calendar and enter at end of week or end of month•  Do NOT wait until the end of the year! You will NOT be covered by WSU liability insurance AND If you have many hours it will not be pretty!!!

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

Finishing the session

• When finished hit Logout at the top right•  Be sure and bookmark this site on your computer screen or put into favorite places

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

Important Information •  Interns required to give 50 hours in 4 venues

•  Demo garden = 9 * Greenhouse = 9•  Clinic = 9 * Communication = 1

•  Veterans are require to give 25 pay back hours and 10 hours of CE

•  100 hour pin does NOT include CE hours•  Reporting year for Yakima County is November 1st through October 31st

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

Why is it Important to record your hours! •  WSU provides workman s compensation insurance, but only when volunteers provide an accurate accounting of their time. It is not appropriate to estimate hours long after the fact!!!•  WSU need hours reported monthly for statistics that justify the MG program existence and get continued funding at the state level.•  Yakima Extension also needs data to justify continuing the MG program and get funding at the county level.

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

Important Information

•  If you do NOT report your hours after a few months, the Program Coordinators will send a group reminder via email in May that contains the link to the web site •  Please follow up by reporting the hours you have recorded on paper (memory will fail you if you don t)

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

Reminder progressions Herding Cats!

•  In September another group email reminder will go out •  In October a personal email reminder will be sent to you •  A week before reporting deadline the Program Coordinator will call to personally find out if there has been a problem and offer a LOA for the year •  If you do not report your hours by the October 31st deadline you will receive a personal email letter saying you will be dropped from the Master Gardener program and can no longer volunteer in MG events or you may take the LOA option at that time

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

Guidelines •  If you do not have/are not able to use a computer then you must record on paper using this manual hours sheet •  Turn in or mail into the clinic your completed sheet to the Program Coordinator at the end of each month  •  If all the papers are turned in at the end of the reporting year, only 10 hours of CE and 25 volunteer hours will be recorded under your name  •  Only Claudia Steen and Diana Pieti are allowed to enter volunteer hours for another Master Gardener •  Other MG do not have access to enter hours nor do they have the time

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

Manual reporting form Date Plant Clinic

Farmer MarketState Fair

CE - vets MG Annual Training-interns

Demo Garden Heirloom Garden

Program SupportGH / Plant saleMeetings, etc

Time � In � Out� Hrs � In � Out�

Hrs � In � Out�

Hrs � In � Out� Hrs �

Date� Other education delivery�

Youth� Community Garden - teach�

Other (state what)�______________�

Time� In � Out� Hrs � In � Out�

Hrs � In � Out�

Hrs � In � Out� Hrs �

Total�

Place start time, end time & total hours in appropriate box(es) (report time only to the half hour)

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

Guidelines cont. •  Mentors are welcome to help their interns enter their own hours the first few months.  Can meet at the clinic or library•  Once they are comfortable, it is up to the intern to enter their own hours  •  If questions arise please use the one page online reporting chart or feel free to contact the Program Coordinator who will gladly answer your question(s)

WSU Extension Master Gardener Program: Volunteer Community Educators– cultivating plants, people, and communities since 1973.

WSU & Yakima County thank you for all the volunteer hours you have given to the

Master Gardener Program

Thank You Any questions?